Full job description

Key Responsibilities

Quotation Preparation

• Prepare and format sales and service quotations as per the sales team’s requirements.
• Ensure all prices, terms, and technical details are accurate before sending to customers.
• Maintain a proper record of all quotations in ERP/Excel and track their status (open, won, lost).

Payment Follow-Up

• Coordinate with customers for pending payments as per agreed terms.
• Share statements of account and payment reminders professionally via email/phone.
• Update payment status in ERP and inform the sales/service team of any delays or issues.

Vendor Registration & Documentation

• Complete vendor registration and pre-qualification forms for customers, government entities, and major accounts.
• Collect and maintain required documents (trade license, VAT/TAX certificate, bank details, etc.).
• Ensure all vendor portals are updated with the latest company documents and information.

Administrative Support

• Assist the sales and service teams with general administrative tasks as instructed (filing, documentation, data entry, printing, scanning, etc.).
• Maintain organized digital and physical records of contracts, LPOs, invoices, and service reports.
• Coordinate with internal departments (accounts, logistics, service) for smooth order processing.

ERP & Data Management

• Create and update customer records, quotations, sales orders, and invoices in the ERP system.
• Generate basic reports from ERP and Excel (quotation reports, pending payments, etc.).
• Ensure data accuracy and timely updates in all systems.

Requirements

• Bachelor’s degree or relevant diploma.
• 1–3 years in an administrative, sales coordination, or customer service role (preferred).
• Strong proficiency in MS Excel and MS Word.
• Hands-on experience with ERP systems.
• Good written and verbal communication skills in English; knowledge of Tagalog will be an added advantage.
• Professional, polite, and customer-oriented attitude.
• Ability to handle multiple tasks and follow instructions from the sales and management teams.

Job Type: Full-time