Sales Administration Specialist alfanar Electric📣 إعلان

About the Role

Alfanar is seeking a Sales Administration Specialist to join our team in Riyadh, Saudi Arabia. This full-time position requires 5-10 years of relevant experience and is crucial for providing comprehensive administrative and operational support to the Sales team. The role involves managing sales documentation, invoicing, customer records, coordinating with internal departments, and ensuring strict compliance with company policies and procedures.

Key Responsibilities

• Issue delivery notes (OBDs) and sales invoices according to company procedures, following up on pending notes to ensure timely invoicing.
• Process special invoices (gifts, samples) and manage color replacement requests through the system until OBDs are issued.
• Manage third-party orders (TPOs) in coordination with the STD project team, following branch manager validation.
• Follow up on material shortages with the Demand Planning team to ensure full order fulfillment and verify proof of delivery (POD) with complete signatures and customer approval.
• Ensure hubs are supplied with forecasted quantities and required safety stock, and support the Customer Service team with custody and shortage reports for issued items.
• Prepare, review, and submit credit limit increase requests after obtaining required sales approvals.
• Review customer incentives received from Finance and share feedback with concerned branches.
• Prepare and review seller incentive documents for submission to Finance for payment processing.
• Support Sales with reports on customer balances, due and overdue invoices, and credit limits, following up to close pending payments.
• Maintain and periodically update customer profiles, ensuring all documents (CR, licenses, promissory notes) are valid and up to date.
• Ensure customer information is updated on the Alfanar website in coordination with the Sales team.
• Prepare sales staff handover applications with all required supporting documents.
• Prepare and issue price memos in coordination with Product Marketing and Finance.
• Request warranty letters from the Customer Service team based on Sales requests.
• Conduct periodic customer visits to support the loyalty program and for general follow-up when needed.

Role Accountabilities

• Demonstrate continuous professional development by acquiring updated soft and technical skills relevant to the job.
• Perform planned activities to meet operational and development targets as per delivery schedules, utilizing resources effectively within cost and time constraints.
• Provide periodic reports detailing deviations and execution of planned tasks.
• Resolve operational problems and escalate complex issues to management.
• Ensure quality requirements are met, developing effective quality control processes and specifications for products or activities.
• Coordinate well-defined written systems, policies, and procedures, actively seeking automation opportunities.
• Comply with all related company policies, procedures, and work instructions.
• Ensure adherence to relevant safety, quality, and environmental management procedures and controls within the defined area of work.

Administrative and Compliance Support

• Handle petty cash and manage branch expenses in line with company policy.
• Support sales events, including issuing gifts and managing event-related expenses.
• Submit and follow up on administration requests (*, vehicles, shipments, travel bookings, access cards, business cards).
• Submit and follow up on HR-related requests (*, letters, start work notifications, employee clearance).
• Properly archive all documents for easy retrieval (*, contracts, letters, memos, policies, customer documents).
• Maintain asset records, including transfers and disposals, in coordination with Finance.
• Suggest improvements to procedures to enhance efficiency and effectiveness.
• Work ethically, follow company processes, and report any system or policy violations to management.

Qualifications and Experience

Candidates for this role should possess:

• A minimum of 5-10 years of experience in a sales administration or similar support role.
• Demonstrated ability to manage complex documentation and administrative processes efficiently.
• Strong organizational skills and meticulous attention to detail.
• Proficiency in coordinating with multiple internal and external stakeholders.
• Commitment to ethical work practices and compliance with company policies.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia, within a dynamic sales support environment at Alfanar.