Sales Administration Executive

Position

In this position, you will be responsible for the comprehensive support of the assigned Brand(s), managing and monitoring miscellaneous tasks such as order processing, importation/exportation, credit note/debit note, sales reconciliation, stock take in Counters and projects related to new Brands, new flows, or process optimization. You are the interface between Office teams and Warehouse, between Suppliers in Singapore/France/US and Local Teams, and the link with Hong Kong authorities (Customs, AFCD).

The position also entails ensuring the proper recording of Brands’ sales for all businesses they have in Hong Kong & Macau local market.

Job responsibilities

• General Order Processing
  • Responsible for handling counter regular orders, including transfers and returns.
  • Handle all other special orders, e.g. staff sales, free goods.
  • Issue and send invoices, credit notes, debit notes to customers for billing.
  • Handle HPP (High Profile Sales) events, from sales order management to goods return in Warehouse, and inventory management.
  • Follow through with Brands and Warehouse for all order processing issues, delivery claims, returns, including E-Commerce claims.

• Shipment Management
  • Coordinate import and export shipments, from overseas and local suppliers.
  • Handle Customs declarations through Tradelink / website.

• Month-End Closing
  • Reconcile the monthly sales reports from systems and customers/retailers.
  • Prepare management report and issue credit note/debit note accordingly.
  • Work with Brands, Finance and Customers to clear outstanding invoices.

• Stock Take in POS
  • Handle Counters yearly stock take, with our third-party support.
  • Compare the stock take report against system. Get validation from Brands and adjust accordingly in systems.

• Operational Excellence/Projects
  • Help Sales Administration on setting new Brands, new flows, new processes.
  • Take initiatives to propose, put in place, review, and standardize process enhancement, aiming at gaining efficiency for the Team.

Profile

• Experience: 2-3 years’ experience in order processing, import and export arrangement within a supply chain.
• Language Proficiency: Fluent in written and spoken Cantonese is essential to communicate effectively with frontline retail staff across point of sales and warehouse teams. Excellent command of written and spoken English for daily reporting and collaboration with with Regional and HQ teams.
• Supply Chain & Operational Coordination: Act as a central bridge between Suppliers, Demand & Supply Planning, Warehouse operations, and POS. Proactively deliver timely updates, navigate ad-hoc logistics challenges, and ensure end-to-end resolution to maintain service excellence for the Brand(s).
• Problem-Solving: Ability to identify root causes and develop effective solutions for order processing issues, and operational challenges. Demonstrates a proactive approach to problem-solving, ensuring minimal disruption to operations and maintaining high service levels.
• Business-Minded & Solutions-Oriented: Demonstrates solid business acumen with the ability to propose practical solutions that align with team goals and drive operational efficiency. Takes the initiative to identify process bottlenecks and implement continuous improvements.
• Communications Skills: Articulate ideas clearly and persuasively across both formal executive presentations and day-to-day operational alignment.
• Interpersonal Skills: Develop and maintain strong relationships by building trust and rapport with stakeholders through consistent, transparent communication and reliable follow-through on commitments. Demonstrate high integrity, resilience, and a positive, team-first attitude.
• Technical Proficiency: Familiarity with ERP/Anaplan systems including maintaining accurate master data within these platforms. Proficient with MS application (Excel, PowerPoint, Word).
• Adaptability & Stress Management: Ability to work independently under pressure while maintaining flexibility to adapt quickly as priorities shift due to market changes or unforeseen circumstances.