Sales Admin

Key Responsibilities

1. Sales Data Management and Reporting

• Sales Data Consolidation: Collect, consolidate, and manage sales-to-distributor, sell-in, sell-out, and sales-to-trade data at company, regional, area, distributor, and sales territory levels.
• Daily Sales Reporting: Follow up with distributors, field sales teams, and relevant departments to ensure the timely and accurate submission of daily sales data.
• Periodic Reporting: Prepare daily, weekly, monthly, quarterly, and ad hoc sales reports based on business and management requirements.
• Report Analysis: Review sales data, identify variances, unusual movements, missing information, and reporting inconsistencies before reports are circulated.
• Customized Reports: Prepare customized sales reports, performance analyses, and management presentations upon request.
• Reporting Templates: Develop and maintain standardized reporting templates, reporting schedules, and data consolidation files to improve accuracy and efficiency.

2. Sales Forecasting, Target Setting and Performance Tracking

• Support the preparation and consolidation of monthly, quarterly, and annual sales forecasts.
• Assist the Sales Capability Manager and Sales Management team in preparing sales targets by region, area, distributor, territory, route, or salesperson.
• Track actual sales performance against targets, forecasts, historical results, and agreed business plans.
• Prepare sales performance scorecards and highlight key gaps, trends, risks, and areas requiring management attention.
• Support the consolidation of sales planning information for periodic business reviews and sales meetings.

3. Distributor and Sales System Coordination

• Monitor the sales reporting and sales-to-trade systems provided by the company to distributors.
• Coordinate with distributors and field sales teams to ensure that sales transactions and operational data are recorded accurately and submitted within the required timeline.
• Follow up on missing, incomplete, delayed, or inconsistent distributor sales data.
• Support users in resolving basic reporting issues and coordinate with IT or system support teams when technical intervention is required.
• Maintain updated distributor, territory, route, outlet, salesperson, and sales organization information in relevant tracking files or systems.
• Support data validation and reconciliation between distributor submissions, sales reports, and internal systems.

4. Sales Tools, Forms and Documentation

• Prepare, maintain, and update standardized sales tools and forms, including:
  • Sales performance scoreboards
  • Route cards
  • Route books
  • Daily and periodic sales reports
  • Sales target and tracking templates
  • Distributor and route master files
  • Sales deployment and productivity reports
• Ensure that sales forms, templates, and procedures are standardized and consistently applied across relevant sales teams.
• Maintain proper filing and documentation of sales reports, approvals, templates, and supporting records.
• Support the preparation of presentation materials for sales meetings, management reviews, and performance discussions.

5. Sales Planning, Control and Audit Support

• Support the development and implementation of sales planning, tracking, control, and audit procedures.
• Conduct periodic checks on the completeness, accuracy, and consistency of sales reports and supporting documents.
• Assist in verifying distributor, route, outlet, and salesperson information when required.
• Monitor compliance with agreed sales reporting procedures, templates, and submission timelines.
• Prepare supporting documents and reports for internal reviews, audits, and sales performance evaluations.
• Identify opportunities to simplify reports, improve data accuracy, and strengthen sales administration processes.

6. Route-to-Market and Sales Deployment Support

• Assist the Sales Capability Manager and Area Sales Managers in setting up new sales routes, territories, and sales deployment plans.
• Prepare relevant route, outlet, distributor, salesforce, and volume information to support route planning and sales coverage analysis.
• Support the review of route productivity, outlet coverage, sales frequency, salesforce deployment, and distributor performance.
• Coordinate with Sales, Supply Chain, and other relevant teams to ensure that approved route or territory changes are properly documented and updated.
• Track the implementation status of new routes, sales deployment initiatives, and related action plans.

7. System and Commercial Project Support

• Participate in company projects related to sales systems, process improvement, distributor management, SAP, SDS, and other commercial initiatives.
• Support data preparation, system testing, user acceptance testing, master data validation, and implementation follow-up.
• Coordinate with project teams and relevant users to collect information, update progress, and follow up on assigned actions.
• Assist in preparing project reports, meeting materials, status updates, and supporting documentation.

8. Cross-Functional and Administrative Support

• Coordinate with Sales, Supply Chain, Finance, IT, Trade Marketing, and other relevant functions on sales reporting and operational requirements.
• Arrange meeting invitations, prepare meeting materials, and document clear action items when required.
• Track deadlines, pending matters, and agreed actions to ensure timely completion.
• Provide general administrative and operational support to the Sales Capability team.
• Perform other duties and assignments as requested by the Sales Capability Manager.

• Education: Bachelor’s degree in Business Administration, Economics, Finance, Accounting, Statistics, Information Systems, or a related field.
• Experience: One to two years of experience in Sales Administration, Sales Operations, Commercial Reporting, Data Analysis, Distributor Operations, or a related role is preferred. Fresh graduates with strong analytical and Excel capabilities may also be considered.
• Industry Exposure: Previous experience in FMCG, consumer goods, retail, distribution, or a sales-driven organization is an advantage.
• Microsoft Excel: Strong proficiency in Microsoft Excel, including formulas, PivotTables, data validation, lookup functions, charts, and report consolidation.
• Database Skills: Familiarity with Microsoft Access, database management tools, Power Query, or similar data-processing applications is preferred.
• Presentation Skills: Able to prepare clear, accurate, and professional reports, dashboards, templates, and PowerPoint presentations.
• Systems Exposure: Experience with SAP, sales distribution systems, distributor management systems, or salesforce automation tools is an advantage.
• English: Working proficiency in spoken and written English for email communication, report preparation, and coordination with relevant stakeholders.
• Analytical Skills: Able to interpret sales information, identify reporting gaps, recognize data inconsistencies, and summarize key findings.
• Accuracy: Strong attention to detail and commitment to maintaining accurate, complete, and reliable sales information.
• Communication: Able to coordinate professionally with distributors, field sales employees, managers, and cross-functional teams.
• Time Management: Able to handle multiple reports, recurring deadlines, ad hoc requests, and changing business priorities.