Sales Support Specialist

Job Purpose

Aligned with the strategic objectives of the International Business Division and the company’s annual operational plan in Indonesia, the Sales Support Specialist is responsible for executing departmental administrative operations, providing comprehensive support and services to the sales team, and conducting data analysis. This role ensures the seamless execution of sales processes and directly contributes to achieving the division’s business targets.

Key Responsibilities

• Manage end-to-end sales contracts and purchase orders (POs), including drafting, recording, dispatching, printing, duplication, official stamping, filing, and ongoing document maintenance.

• Receive, process, and disseminate critical sales management data from the Indonesia Sales Manager (including order details, customer profiles, and market intelligence) across internal departments.

• Coordinate cross-functional activities to ensure smooth order execution by relevant subsidiaries.

• Provide regular status updates, coordinate resources, and oversee the entire order lifecycle—from production and customer quality inspection to shipping confirmation and payment settlement.

• Assist the Indonesia Sales Manager in gathering, compiling, and consolidating monthly and annual departmental budget data.

• Prepare budget summary reports and submit recapitulations to senior management.

• Prepare standard and ad-hoc sales statistical reports, including rolling forecasts, daily summaries, weekly dispatch plans, monthly reports, payment collection trackers, product return summaries, complaint logs, and compensation reports.

• Collect and analyze international sales data, customs import-export figures, product shipment metrics, and payment records to deliver actionable insights to management.

• Solicit and evaluate freight quotes from logistics service providers and provide recommendations for cost-effective freight forwarder selection.

• Assist with the preparation of customs documentation and procedures for import/export logistics.

• Track shipment statuses, maintain real-time visibility on goods in transit, and proactively resolve shipping delays or logistics issues.

• Handle administrative processing and reconciliation of international freight invoices.

• Collect, archive, and update customer profiles and database records provided by the Indonesia Sales Manager.

• Accurately enter and maintain customer contracts and purchase orders in the internal system.

• Compile and summarize customer satisfaction survey results for continuous service improvement.

• Communicate internal meeting details to the Indonesia Sales Manager and follow up on actionable decision items.

• Issue internal production/sales orders based on signed contracts or sales instructions.

• Prepare Delivery Notes (DN) upon request from the sales team.

• Monitor order fulfillment statuses and coordinate with subsidiary warehouse teams to maintain real-time product inventory visibility.

• Organize and coordinate product matching processes (e.g., cans and ends/lids) based on sales team specifications.

• Process daily Delivery Orders (DO) and manage approved rolling plan entries into the sales forecasting system.

• Handle order modifications, revisions, and system order closures.

• Provide urgent operational support during sales team business trips.

• Perform other related administrative and operational duties as assigned by management.

Job Requirements & Qualifications

• Educational Background: Bachelor’s Degree (S1) in International Economics & Trade, International Logistics, Business Administration, Supply Chain Management, or a related discipline.

• Work Experience: Minimum of 2 years of experience in international business administration, B2B sales support, or export-import operations.

• Core Knowledge & Technical Skills:

  • Solid understanding of warehouse management, purchasing workflows, and international logistics operations.

  • Strong working knowledge of Incoterms (2020), customs clearance processes, shipping documentation (L/C, B/L, Commercial Invoice, Packing List), and international trade compliance.

  • Proficiency in Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle) and CRM software.

• Software & Analytical Capabilities:

  • Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

  • Strong data analytics, data entry accuracy, and reporting skills.

  • Proficient in online market research and sourcing intelligence.

• Commercial Acumen & Soft Skills:

  • Good understanding of sales management principles, product market conditions, and supply chain trends.

  • Strong business communication, interpersonal, and negotiation skills.

  • Highly organized, detail-oriented, and able to work independently in a fast-paced environment.

• Language Proficiency:

  • Fluent in English (both written and spoken) for professional business communication.

  • Fluency in Mandarin (written and spoken) is a strong advantage for communicating with international stakeholders.