Sales Admin Assistant

WE’RE HIRING: Sales Admin Associate

Company Description

HIRAIA Engraving Services is a specialized provider of high-quality engraving services that combines craftsmanship, creativity, and modern technology to create meaningful and customized keepsakes.

Based in Santa Rosa City, Laguna, HIRAIA is committed to delivering accurate, high-quality, and thoughtfully created products while providing a reliable and meaningful customer experience.

Role Description

This is a full-time, on-site role for a Sales Admin Associate based in Santa Rosa City, Laguna.

Are you someone who can spot missing details, encode information accurately, and remain focused even when handling repetitive tasks?

Our team is looking for a Sales Admin Associate who will help ensure that every customer order is complete, accurate, properly documented, and ready for endorsement to the appropriate team.

This role requires excellent typing speed, strong attention to detail, and the ability to work efficiently under pressure. The Sales Admin Associate serves as an important support to the sales and operations process by reviewing order information, preparing accurate documents, coordinating concerns, and helping prevent errors before production begins.

What You’ll Do

• Review and verify purchase orders, quotations, customer information, payment details, and order specifications
• Check whether order details are complete, consistent, and properly documented before endorsement
• Encode customer and order information accurately into company systems and monitoring files
• Prepare, organize, and maintain purchase orders, quotations, order forms, and sales-related records
• Identify missing, unclear, or conflicting information and coordinate necessary corrections
• Coordinate with Online Sales, Design, Production, Quality Inspection, Fulfillment, and Logistics teams regarding order requirements
• Monitor the progress and status of customer orders
• Provide clear and timely internal updates regarding order concerns, revisions, or pending information
• Handle repetitive encoding and administrative tasks while maintaining accuracy and consistency
• Help ensure that orders are processed within the required timelines
• Maintain confidentiality and proper handling of customer and company information
• Support process improvements that reduce documentation errors and order delays

You Might Be a Good Fit If You Are:

• Highly attentive to details and able to identify inconsistencies
• Fast and accurate in typing, encoding, and data entry
• Comfortable performing repetitive tasks without compromising quality
• Organized and systematic in handling documents and digital records
• Able to prioritize multiple orders and administrative requirements
• Capable of working under pressure and meeting daily deadlines
• Focused and dependable even during high-volume periods
• Proactive in clarifying incomplete or inaccurate information
• Comfortable coordinating with different teams
• Responsible, trustworthy, and committed to maintaining confidentiality
• A reliable team player with strong integrity and accountability

Qualifications

• Experience in Sales Administration, Order Processing, Data Entry, Retail, Online Selling, E-commerce, Customer Service, or Administrative Support is an advantage
• Excellent typing speed with a high level of accuracy
• Strong attention to detail and document-checking skills
• Computer literate and comfortable using spreadsheets, online systems, and digital communication platforms
• Familiarity with Microsoft Office or Google Workspace is an advantage
• Good written and verbal communication skills
• Able to handle repetitive tasks, multiple priorities, and time-sensitive requirements
• Fresh graduates and career starters with strong administrative, organizational, and typing skills are welcome to apply
• Senior High School graduate, High School graduate, Vocational graduate, College undergraduate, or College graduate
• Willing to work full-time and on-site in Santa Rosa City, Laguna

Why Join HIRAIA?

• Warm and inclusive environment where everyone is welcome
• Opportunities for learning, coaching, and professional development
• Recognition and appreciation for meaningful contributions
• Collaborative and supportive team culture
• Exposure to sales administration, order processing, and e-commerce operations
• Meaningful work that supports accurate and positive customer experiences
• A workplace that values accuracy, accountability, integrity, and continuous improvement

Work Arrangement

• Full-time position
• On-site work arrangement
• Based in Santa Rosa City, Laguna
• Fast-paced and deadline-driven work environment

Supporting Every Detail Behind Meaningful Client Stories.