Sales Clerk

Job Summary

The Sales Clerk is responsible for providing administrative and operational support to the Sales Department by processing customer orders, preparing sales documents, assisting clients with inquiries, coordinating with internal departments, and maintaining accurate sales records. The role ensures timely order processing, proper documentation, and excellent customer service while contributing to the achievement of the company's sales objectives.

Key Duties and Responsibilities

Sales Administration

• Receive and process customer inquiries, purchase orders (P.O.), and sales requests.
• Prepare Sales Orders (S.O.), Quotations, Delivery Receipts (D.R.), Sales Invoices (S.I.), and other sales-related documents.
• Verify the accuracy and completeness of customer orders before processing.
• Coordinate with the Warehouse and Logistics Department to ensure timely preparation and delivery of orders.
• Monitor pending, backordered, and completed sales transactions.
• Maintain and update customer information and sales records in the company system.

Customer Service

• Assist walk-in, phone, email, and online customers with product inquiries.
• Provide accurate information regarding product availability, pricing, specifications, and delivery schedules.
• Address customer concerns and coordinate with the appropriate department for resolution.
• Build and maintain good relationships with customers by providing prompt and professional service.

Order Processing

• Verify stock availability with the Warehouse before confirming customer orders.
• Coordinate with Purchasing for items requiring replenishment or special orders.
• Monitor order status from processing until successful delivery.
• Follow up on pending customer orders and delivery schedules.
• Ensure all supporting documents are complete before releasing orders.

Sales Coordination

• Coordinate with Sales Representatives regarding customer orders, pricing, and special instructions.
• Assist in preparing daily, weekly, and monthly sales reports.
• Monitor customer requests, order amendments, and cancellations.
• Update sales databases and filing systems.

Documentation and Record Management

• Organize and maintain customer files, sales documents, quotations, and contracts.
• Ensure proper filing of Sales Orders, Purchase Orders, Delivery Receipts, and Sales Invoices.
• Maintain confidentiality of customer and company information.
• Perform regular document reconciliation to ensure completeness and accuracy.

Inventory Coordination

• Conduct stock checking for customer requests.
• Coordinate inventory availability with Warehouse personnel.
• Report stock shortages and fast-moving items to the Sales Supervisor.
• Assist in monitoring inventory levels affecting customer orders.

Administrative Support

• Prepare correspondence, reports, and other sales-related documents.
• Assist in scheduling meetings and customer appointments.
• Perform general clerical duties, including photocopying, scanning, and filing.
• Perform other duties assigned by the Sales Supervisor or Sales Manager.

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Office Administration, or any related field.
• Fresh graduates are encouraged to apply; experience in sales support, customer service, or administrative work is an advantage.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience using ERP, POS, or inventory management systems is an advantage.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Customer-oriented with a professional attitude.