Sales Administration Executive

Position

Your Impact (Position Overview)

As a Sales Administration Executive, 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 (automated or manual) for all businesses they have in Hong Kong & Macau local market.

Job responsibilities

Your Mission (Main 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

Your Competencies and Experience (Skillset Requirements)

• Supply Chain Coordination: Being the bridge between Suppliers, Demand & Supply Planning Team, Warehouse, Point of Sales, to provide relevant information to all parties in a timely manner. Follow through all ad-hoc situations to ensure proper resolution and utmost service to Brands.
• 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.
• Strategic Mindset: Strategic mindset with the ability to make recommendations that align with business objectives and improve efficiency. Pro-active to set a continuous improvement policy.
• Communications Skills: Articulate clearly both verbally and in writing of both English and Cantonese. Present ideas effectively in formal presentation settings as well as informal discussions.
• Interpersonal Skills: Develop and maintain strong relationships by building trust and rapport with stakeholders through consistent, transparent communication and reliable follow-through on commitments. Positive mindset, diligent, with integrity.
• 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.\
• Experience: 2-3 years’ experience in order processing, import and export arrangement within a supply chain.

Additional information

Your Key Performance Indicators

• Efficiency in managing Sales Administration duties for the Brand(s) under your responsibility.
• Support in fostering a culture of continuous improvement within the Sales Administration Team.