Sales Administration Coordinator

Provide day-to-day administrative and coordination support to the Sales team (Spare Parts team) to ensure smooth and accurate execution of sales operations, including order processing, documentation, and cross-functional communication.Your role & responsibilitiesSales Order & Contract Coordination: Upon quotation confirmation, Sales Admin will take full ownership of:Drafting contracts and related documents.Coordinating internal alignment (Finance, Legal, Service, etc.) and driving the approval process.Preparing clear guidance and recommendations for Sales to communicate with customers, ensuring consistency and professionalism. Order Processing & TrackingCoordinate order processing from sales confirmation to delivery or sales request.Track order status and follow up with internal teams (logistics, warehouse, etc.) to ensure timely delivery.Update order status and maintain records in the system. Documentation & Administrative SupportDraft standard documents such as official letters, notices, and correspondence based on Sales team requests.Support preparation of contract appendices, amendments, and adjustment minutes when required.Ensure all documents are properly recorded and archived in line with company procedures. Certification & Supporting DocumentsSupport preparation of required documents such as CO (Certificate of Origin), CQ (Certificate of Quality) and other related documents.Coordinate with internal teams and external parties to collect and complete required documentation.Ensure documents are submitted on time as per customer or regulatory requirements. Payment & Financial Coordination SupportSupport follow-up of account receivable (AR) based on instructions from Sales/Finance.Assist in preparing documents for refund requests to customers when required.Support administrative procedures related to bank guarantees / performance bonds (e.g., preparing documents, coordinating with relevant parties).Ensure documents are aligned with contract terms and company procedures. Cross-functional CoordinationCoordinate with Sales, Finance, Supply Chain, and Logistics teams to support daily operations.Assist in resolving routine issues related to orders, documentation, and customer requests.Maintain clear and timely communication among stakeholders. Reporting & Administrative SupportPrepare basic reports such as order tracking, contract status, and sales-related data.Maintain and update data in internal systems (ERP/Excel tracking files).Support team members with administrative tasks and ad-hoc assignments when required.Take charge of other assignments of company when any, under direct Manager.Your skills & qualificationsMinimum 3–5 years of experience in a similar role at B2B, Equipment, Machine, Spare Parts field.Strong understanding of contract structure, company procedures, and basic legal/commercial termsGood knowledge of sales processes and documentationStrong organizational, coordination, and problem-solving skillsHigh attention to detail with strong accuracyProactive mindset with ability to handle internal negotiations and resolve issues independentlyStrong ownership and ability to work effectively in a fast-paced environmentGood communication, teamwork, and customer handling skills (service-oriented mindset)Proficient in Microsoft Office (Excel, Word)Good English communication skillsBenefits for you Yearly Bonus Individual Healthcare for employee