Sales Administration Executive

Your tasks:

The Sales Administration Executive (SAE) provides essential administrative support to the sales team, ensuring smooth operations, accurate record-keeping, and efficient customer interactions. This role bridges sales, customers, and internal departments, allowing sales representatives to focus on selling while handling backend tasks like order processing and reporting.

• Order Processing
  • Receive, verify, and process sales orders, ensuring accuracy of Purchase Orders details, and customer information.
  • Follow up with customers for payments and drawing approvals.
  • Follow up with factory for order confirmation, production schedule, and shipment schedule.
  • Support export team to verify the shipping documents draft to avoid problems at destination clearance.
• Customer Service
  • Respond to customer inquiries regarding order status, delivery, billing, and resolve complaints.
  • Provide customer support on customs declaration, and shipment clearance if needed.
• Sales Support
  • Maintain and update customer databases, sales records, and CRM systems.
  • Support sales team with administrative tasks, such as scheduling meetings or organising events.
  • Assist in preparing quotes, proposals, presentations, and promotional materials.
• Compliance
  • Ensure compliance with company policies, export/import regulations, and documentation standards.
• Cross-Functional Alignment
  • Coordinate with other departments (e.g., logistics, finance, marketing) for order fulfilment and issue resolution.
• Additional Responsibilities
  • Support financial team with accounts receivable reminder and collection.
  • Other ad hoc duties assigned.

• Excellent command of both spoken and written Japanese and English is essential, to effectively support our Japanese client portfolio.
• Bachelor’s degree or Diploma in Business Administration, Supply Chain Management, Logistics, or related field preferred.
• 2–5 years of experience in order management, sales support, administration, or import/export management.
• Proficiency in Microsoft Office (especially Excel for reports) and CRM software (e.g., Salesforce).
• Understanding of Incoterms and international trade documentation requirements.
• Strong data entry and record‑keeping capability with attention to detail.
• Good analytical skills to interpret order metrics and improve processes.
• Strong organizational and multitasking abilities in a fast‑paced environment.
• Must be a strong team player and customer-oriented professional with excellent communication, analytical, organizational, and relationship management skills.

• An open corporate culture
• Exciting projects with creative freedom, short decision‑making processes
• An attractive remuneration package
• Corporate benefits with various providers