Sales Administration Manager

The Sales Administration Manager is responsible for leading the Sales Administration and Sales Coordination team to ensure efficient execution of sales support activities, accurate documentation, and effective coordination between the Sales team and internal departments. This role oversees the day-to-day operations of the sales support function, ensuring smooth order processing, timely reporting, and strong operational support for the Sales Department.

Key Responsibilities:

1. Team Leadership & Capability Development

• Lead, coach, and guide the Sales Administration and Sales Coordination team on daily operations and priorities.
• Allocate and reshuffle tasks based on business needs, workload, and team capability to ensure optimal efficiency.
• Ensure team adherence to defined job scopes, SOPs, and company compliance policies.
• Set clear KPIs, monitor performance, and conduct regular evaluations to drive accountability and continuous improvement.
• Develop team capability through structured coaching, training, and performance feedback.

2. Sales Reporting, Incentives & Commercial Tracking

• Oversee preparation and submission of key sales reports including daily sales reports, monthly closing files, and other periodic commercial performance reports.
• Ensure data accuracy, consistency, and integrity across all reporting outputs through robust validation and quality checks.
• Ensure timely delivery of reports in line with business and finance deadlines.
• Manage and validate sales incentives calculation, ensuring accuracy, transparency, and alignment with approved incentive schemes prior to payout processing.
• Track and monitor actual versus forecast (FC) for committed promotion packs and Point-of-Sale Materials (POSM) to ensure execution aligns with commercial plans.
• Consolidate and highlight variances, gaps, and potential risks in promotion pack and POSM commitments, with proactive escalation to relevant stakeholders.
• Continuously enhance reporting frameworks, tools, and processes to improve visibility, control, and decision-making.

3. Sales Order Management & Coordination

• Provide leadership and clear SOP guidance to the order management team on sales order processing and goods return handling.
• Liaise closely with the Sales team to ensure proper order key-in practices and alignment with commercial requirements.
• Monitor productivity, turnaround time, and error rates of Sales Coordinators to ensure operational efficiency and service excellence.
• Identify gaps and implement corrective actions to minimize errors and improve overall service levels.
• Conduct monthly briefing sessions for the order management team on promotions, special cases, and operational updates to ensure clarity and execution readiness.

4. Trade Promotion (TTA) Tracking & Reconciliation

• Manage and track Trade Terms Agreement (TTA) and sales promotion commitments by account.
• Provide monthly updates on promotion spending and commitments (YTD vs YTG).
• Monitor and track claims status, ensuring completeness and accuracy of supporting documentation.
• Perform reconciliation with the Finance team to ensure alignment between commercial records and financial reporting.
• Proactively highlight risks, variances, and potential overspending to management for timely intervention.

5. Compliance, Governance, SOP Development & Process Improvement

• Ensure full compliance with company policies, SOPs, and documentation standards within the sales support function.
• Develop, review, update, and document Standard Operating Procedures (SOPs) for key sales administration, sales coordination, and order management processes.
• Ensure full compliance and consistency in the execution of approved processes, SOPs, and control requirements across the team.
• Support internal and external audits by ensuring proper documentation and audit readiness at all times.
• Strengthen governance and internal control mechanisms across sales administration and coordination processes.
• Identify and implement process improvements to enhance efficiency, accuracy, and service quality.
• Drive continuous improvement initiatives, including process standardization and automation where applicable.

Job Requirements

• Diploma or bachelor's degree in Business Administration, Management, or related field.
• Minimum 5–7 years of experience in sales administration, sales coordination, or commercial operations, preferably in FMCG.
• Proven experience in team leadership and people management.
• Strong analytical mindset with high attention to detail and data accuracy.
• Advanced proficiency in Microsoft Excel and reporting tools.
• Strong stakeholder management and cross-functional coordination skills.
• Ability to manage multiple priorities in a fast-paced commercial environment

Career Highlights:

• You will have the opportunity to climb the corporate ladder in the future.
• Good Performance Bonus
• Training sponsored by the company.
• Rewards and recognition: Long Service Award, Global Awards and etc.
• Additional Benefits: Sports and Recreational, Staff Welfare