The Sales Support Specialist plays a vital role in supporting both sales operations and business development efforts. Key responsibilities include managing purchase orders (POs), statements of work (SOWs) and agreements,. The role ensures accurate tracking, timely updates, and efficient coordination between internal teams, clients, and vendors, with a strong emphasis on compliance and documentation.
Responsibilities
1. Quotation, Purchase Order (PO) and Statement of Work (SOW) Management
Conduct daily checks for new Purchase Orders and update project details in internal trackers.
Prepare Statements of Work and corresponding payment schedules upon request.
Ensure all PO and SOW information is accurately documented and shared with the Finance team.
Acknowledge receipt of POs and maintain proper records.
Monitor sourcing-related requests and notify relevant stakeholders of key deadlines.
Prepare and manage client-requested quotations and statements of work
Liaise with clients on the SOW and PO status.
2. Client Agreement Management
Assist in reviewing the terms and conditions of agreements.
Arrange for final signing and stamping of agreements.
Submit signed and stamped agreements to clients.
Maintain an updated agreement tracker and records.
Monitor and highlight expiring agreements for renewal.
Vendor Contract Staff Agreement
Support in reviewing terms and validating staff identity and work permits.
Coordinate signing of vendor agreements.
Submit completed agreements to vendors.
Maintain a current list of contract staff.
3. Tender Support
- Assist in the preparation of non-technical sections of tender documents.
- Assist in the preparation and submission of tenders, proposals, and quotations.
- Coordinate with internal teams to gather necessary documentation and technical inputs.
- Ensure compliance with tender requirements and deadlines.
- Maintain a repository of past submissions, templates, and required documents.
- Assist in following up on submitted proposals and maintaining status logs.
- Support clarification or revision requests post-submission, if required.
Other Ad Hoc Duties
- Support any business development-related initiatives or cross-functional tasks as assigned.
Educational Qualifications:
- Diploma or Bachelor's Degree in Business Administration, Finance, or any related field.
- Additional certifications in Office Management, Procurement, or Project Coordination are an added advantage.
- Proficiency in Microsoft Office Suite, especially Excel and Outlook, is essential.
Qualifications
- Proficiency in Mandarin or Cantonese is preferred, to support communication with specific clients or stakeholders.
- Strong attention to detail and time management.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Experience in tendering, proposal writing, or administrative support is an advantage.
- Self-motivated, organized, and a team player.
- Familiarity with procurement workflows and agreement handling.
- Able to work in a fast-paced environment and manage multiple tasks efficiently.
- Proactive, innovative, and takes initiative to continuously improve work processes.
- Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Prior experience in tendering, proposal writing, or administrative support is an advantage.
- Familiarity with procurement workflows and handling agreements is a plus.
- Self-motivated, well-organized, and a strong team player.
- Experience working in an IT environment or IT consulting firm is highly preferred.
