Retail Sales Admin

Job Description The Retail Sales Admin is responsible for managing supermarket sales administration activities, including purchase order processing, sales invoicing, order monitoring, delivery coordination, account reconciliation, and documentation control. The role ensures accurate and timely processing of sales transactions, effective coordination across departments, and prompt resolution of customer account discrepancies to support efficient retail account operations and customer satisfaction. Key Responsibilities 1. Sales Reconciliation and Account Monitoring Reconcile supermarket sales, collections, credit memos, deductions, returns, and supporting documents against company records. Identify discrepancies, prepare reconciliation schedules, coordinate corrective actions, and maintain an updated issue tracker until resolution. Monitor outstanding reconciliation items and follow up on pending adjustments and account concerns. 2. Sales Invoicing and Billing Prepare, verify, release, and file sales invoices and billing documents based on approved purchase orders, delivery receipts, pricing, discounts, and customer terms. Ensure billing documents are accurate, complete, properly supported, and submitted within customer deadlines. Coordinate with Finance and other concerned departments to resolve billing discrepancies and processing delays. 3. Purchase Order Processing Receive and log customer purchase orders through approved channels. Validate item codes, quantities, prices, delivery dates, delivery addresses, and special instructions before processing. Clarify incomplete or conflicting order details with the appropriate contacts to prevent processing errors. 4. Order Fulfillment and Delivery Coordination Coordinate stock availability, production requirements, picking, dispatch, and delivery schedules with Warehouse, Production, Logistics, and Sales. Monitor open orders and follow up on pending deliveries. Promptly escalate inventory shortages, production constraints, and other risks that may affect complete and on-time delivery. 5. Customer and Sales Team Coordination Provide timely updates to supermarket contacts and the Sales team regarding order status, deliveries, billing, and reconciliation concerns. Respond professionally to customer inquiries and ensure that agreed actions, commitments, and follow-ups are properly documented. Maintain effective working relationships with retail account representatives and internal stakeholders. 6. Returns, Deductions, and Credit Memo Management Validate customer returns, deductions, penalties, and disputed billings against approved agreements and supporting records. Investigate discrepancies and escalate unsupported or questionable claims for review and approval. Coordinate the processing and issuance of approved adjustments and credit memos with the relevant departments. 7. Documentation and Records Management Maintain complete, accurate, and orderly electronic and physical files for purchase orders, invoices, delivery receipts, reconciliation schedules, credit memos, correspondence, and approvals. Ensure documents are readily accessible for account reviews, audits, and internal verification. Comply with company document retention and records management requirements. 8. Reporting and Process Improvement Maintain accurate order, delivery, billing, reconciliation, and issue trackers. Prepare and submit scheduled status reports, highlighting overdue actions, unresolved discrepancies, and recurring operational issues. Recommend improvements to streamline sales administration, strengthen documentation, and reduce processing errors. 9. Compliance and Internal Controls Follow approved pricing, credit, billing, documentation, data privacy, and internal-control procedures. Safeguard confidential customer and company information. Promptly report control exceptions, documentation gaps, and irregularities to the appropriate supervisor. Qualifications and Requirements Educational Background Bachelor's degree in Business Administration, Marketing, Management, Accounting, or a related field. Work Experience At least 1–2 years of relevant experience in sales administration, retail account support, billing, order processing, or a related function is preferred. Experience handling supermarket or modern trade accounts is an advantage. Technical Knowledge and Skills - Working knowledge of supermarket account reconciliation, sales invoicing and billing, purchase order processing, order monitoring, and delivery fulfillment. - Familiarity with customer deductions, returns, penalties, credit memos, and billing discrepancy resolution. - Knowledge of document control, sales reporting, and coordination with Sales, Finance, Credit and Collection, Warehouse, Logistics, and Production. - Proficient in Microsoft Excel and Microsoft Office applications, with the ability to maintain trackers, reconcile records, prepare reports, and analyze variances. - Experience using POS, ERP, accounting, or order-management systems is an advantage. Core Competencies - Strong attention to detail and accuracy. - Excellent organizational, time-management, and prioritization skills. - Analytical and problem-solving abilities, particularly in identifying and resolving discrepancies. - Clear written and verbal communication skills. - Effective coordination and follow-through across multiple departments. - Customer-service orientation and a professional approach to handling inquiries and concerns. - Ability to manage multiple tasks, meet deadlines, and work with minimal supervision. - High level of integrity, accountability, confidentiality, and compliance awareness.