Sales Administration Specialist | alfanar Electric

Job Purpose

Provide administrative and operational support to the Sales team by managing sales documentation, invoicing, customer records, coordination with internal departments, and ensuring compliance with company policies and procedures.

Key Accountability Areas

Sales Invoicing & Order Processing

• Issue delivery notes (OBDs) and sales invoices according to company procedures.
• Follow up on pending delivery notes and ensure all OBDs are invoiced within the required period.
• Issue special invoices (gifts, samples, etc.) through the system.
• Process color replacement requests and follow up until OBDs are issued.
• Manage third-party orders (TPOs) in coordination with the STD project team and after branch manager validation.

Delivery, Stock & Demand Coordination

• Follow up on material shortages with the Demand Planning team to ensure full order fulfillment.
• Verify proof of delivery (POD), ensure complete signatures, and confirm customer receipt and approval.
• Ensure hubs are supplied with forecasted quantities and required safety stock.
• Support the Customer Service team with issued items under their custody and provide custody and shortage reports.

Customer Accounts, Credit & Incentives

• 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.

Customer Records & Compliance

• Maintain and periodically update customer profiles and ensure all documents are valid and up to date (CR, licenses, promissory notes, etc.).
• 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.

Pricing, Warranty & Sales Support

• 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.

Administrative & HR Coordination

• 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, etc.).
• Submit and follow up on HR-related requests (letters, start work notifications, employee clearance, etc.).

Documentation, Assets & Compliance

• Properly archive all documents to ensure easy retrieval (contracts, letters, memos, policies, customer documents, etc.).
• 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.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job
• To have a vision and a plan for the career path and how to achieve it.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies