Sales Administration Specialist📣 Job Ad

About the Role

alfanar is seeking a Sales Administration Specialist to join our team in Riyadh. This full-time role provides essential administrative and operational support to the Sales department, focusing on managing sales documentation, invoicing, customer records, and coordinating with internal departments. The position requires 0-1 years of professional experience.

Core Responsibilities

• Issue delivery notes (OBDs) and sales invoices in accordance with company procedures, ensuring timely processing of all OBDs.
• Process color replacement requests and manage third-party orders (TPOs) in coordination with the STD project team and branch management.
• Follow up on material shortages with the Demand Planning team to ensure complete order fulfillment.
• Verify proof of delivery (POD), confirm signatures, and ensure customer receipt and approval.
• Prepare, review, and submit credit limit increase requests after obtaining required sales approvals.
• Review customer incentives from Finance and provide feedback to concerned branches.
• Prepare and submit seller incentive documents to Finance for payment processing.
• Support the Sales team with reports on customer balances, due/overdue invoices, and credit limits, and follow up on 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.
• Conduct periodic customer visits to support loyalty programs and for general follow-up when necessary.

Administrative and Operational 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 such as vehicles, shipments, travel bookings, access cards, and business cards.
• Submit and follow up on HR-related requests, including letters, start work notifications, and employee clearance.
• Support the Customer Service team by providing custody and shortage reports for issued items under their responsibility.

Documentation and Compliance

• Maintain and periodically update customer profiles, ensuring all required documents (CR, licenses, promissory notes) are valid and current.
• Ensure customer information is updated on the Alfanar website in coordination with the Sales team.
• Prepare sales staff handover applications with all necessary supporting documents.
• Properly archive all documents, including contracts, letters, memos, policies, and customer documents, to ensure easy retrieval.
• Maintain asset records, including transfers and disposals, in coordination with Finance.
• Suggest improvements to existing procedures to enhance efficiency and effectiveness.
• Adhere to company processes and report any system or policy violations to management.

Key Accountabilities

• Maintain and update soft and technical skills relevant to the role, with a clear vision for career development.
• Execute planned activities to meet operational and development targets, utilizing resources efficiently.
• Address and resolve operational problems, escalating complex issues when necessary.
• Ensure adherence to quality requirements, including the development of effective quality control processes.
• Coordinate written systems, policies, and procedures, seeking opportunities for automation.
• Comply with all relevant company policies, procedures, and work instructions.
• Ensure compliance with safety, quality, and environmental management procedures within the defined work area.

Qualifications and Experience

• 0-1 years of relevant professional experience.