Sales Backoffice Officer

Officer

Roles and Responsibilities

Strategic Roles & Responsibilities

Handle the end-to-end sales backoffice process, including data entry and operations in SAP4HANA and CRM

Implement policies and procedures for contract administration, customer verification, customer onboarding, invoicing, payment, and dispute resolution

Prepare and manage ocean vessel Bill of Lading (BL) documentation and shipment documents

Coordinate with internal and external stakeholders, such as sales, finance, taxation, legal, logistics, and customers, to ensure smooth and timely execution of contracts

Monitor and report on the performance and status of contracts, sales, and revenue, MIS preparation and circulation

Process and manage sales orders, quotes, and invoices, debtor's collection, TDS certificate collection for account TDS credit

Mitigate risks and issues related to contract administration. Maintain records hygiene for all transactions with focus on corporate governance. Perform other administrative tasks as required

Highlight any deviations from standard operating procedures (SOPs) and ensure full compliance with the best practices and industry regulations

Technology and IT Enablement

Perform UAT for new projects / systems, contribute in digital process blueprinting and implementation

Contract Administration

Contract Management:

Accurate and up-to-date contract database in ERP and CRM systems (contract database accuracy rate)
Timely contract renewal and termination management
Compliance with legal and regulatory requirements

Sales Operations

Sales Support:

Prompt and accurate responses to sales and marketing team queries (response time and accuracy rate)
Increased sales team productivity
Reduced contract cycle time

Operational Excellence

Process Improvement:

Process cycle lead time reduction
Improved contract visibility
Minimized financial and reputational risks
Clear and timely communication of contract-related information
Strong relationships with stakeholders

Stake Holders

Internal

Finance, Production, Legal, Taxation, Logistics, IT, Ports, Insurance

External

Customers, Transporters, Laboratories, Surveyors, Vessel Owners, Vessel Agents, Other Service Providers, Governmental Institutions, Consultants

• A bachelor's degree in business or commerce
  
• At least 3 years of experience in contract administration and sales support
  
• Strong knowledge of MS Office and ERP systems, especially SAP S/4HANA and CRM
  
• Good communication, negotiation, and problem-solving skills will be added advantage
  
• Ability to work under pressure and meet deadlines