Sales Administration Specialist alfanar Electric📣 إعلان

About the Role

alfanar Group is seeking a Sales Administration Specialist to join their team in Riyadh. This full-time position is designed for candidates with 0-1 years of experience, providing essential administrative and operational support to the Sales department. The specialist will manage sales documentation, invoicing, customer records, and coordinate with internal departments to ensure smooth operations and compliance with company policies and procedures.

Core Sales Administration Duties

• Issue delivery notes (OBDs) and sales invoices according to company procedures, and follow up on pending notes to ensure timely invoicing.
• Process special invoices (*, gifts, samples) through the system and manage color replacement requests until OBDs are issued.
• Manage third-party orders (TPOs) in coordination with the STD project team and after branch manager validation.
• Follow up on material shortages with the Demand Planning team to ensure full order fulfillment.
• Verify proof of delivery (POD), ensuring complete signatures and confirming customer receipt and approval.
• 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 and submit them to Finance for payment processing.
• Support Sales with reports on customer balances, due and overdue invoices, and credit limits, and follow up to close pending payments.
• Prepare and issue price memos in coordination with Product Marketing and Finance.
• Request warranty letters from the Customer Service team based on Sales requests.

Customer and Internal Coordination

• 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.
• Support the Customer Service team with issued items under their custody and provide custody and shortage reports.
• Ensure hubs are supplied with forecasted quantities and required safety stock.
• Conduct periodic customer visits to support the loyalty program and for general follow-up when needed.

Administrative Support and Documentation

• 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 (*, contracts, letters, memos, policies, customer documents) to ensure easy retrieval.
• Maintain asset records, including transfers and disposals, in coordination with Finance.
• Prepare sales staff handover applications with all required supporting documents.

Required Qualifications and Skills

• 0-1 years of relevant professional experience.
• Ability to acquire and update soft and technical skills pertinent to the role.
• Demonstrated ability to perform planned activities to meet operational and development targets as per delivery schedules.
• Proficiency in utilizing resources effectively to achieve objectives within efficient cost and time.
• Capability to provide periodic reports detailing deviations and execution of planned tasks.
• Problem-solving skills with the ability to resolve issues and escalate complex operational matters.
• Commitment to quality requirements, including developing effective quality control processes and specifications.
• Ability to coordinate well-defined written systems, policies, and procedures, and to seek automation opportunities.
• Adherence to related company policies, procedures, and work instructions.
• Understanding and compliance with relevant safety, quality, and environmental management procedures and controls.

Professional Conduct and Continuous Improvement

The role requires working ethically, following company processes, and reporting any system or policy violations to management. The specialist is expected to suggest improvements to procedures to enhance efficiency and effectiveness within the sales administration function. This is a full-time position based in Riyadh.