sales admin

SALES ADMIN

Company: Bali Vape & Tobacco Distribution (BVTD)

Location: Bali, Indonesia

Employment Type: Full-time

Department: Sales & Commercial

Industry: Nicotine Products Distribution

ABOUT BVTD

Bali Vape & Tobacco Distribution (BVTD) is a growing distributor specializing in nicotine and tobacco products across Bali and Indonesia. Our portfolio includes vapes, nicotine pouches, cigars, cigarettes and related nicotine products.

We are looking for a highly organized, detail-oriented and proactive Sales Admin to support our sales team, manage customer inquiries, process orders and prepare accurate sales reports.

JOB DESCRIPTION

The Sales Admin will be responsible for managing incoming sales inquiries, supporting the sales team, coordinating customer orders, maintaining sales data and preparing daily, weekly and monthly reports.

The position requires excellent organization, strong communication, high attention to detail and advanced Microsoft Excel skills.

SALES INQUIRIES & CUSTOMER SERVICE

• Respond promptly to sales inquiries via WhatsApp, phone, email and other company channels.
• Provide accurate product, pricing, availability and ordering information.
• Follow up on quotations, leads and pending inquiries.
• Record and maintain all sales inquiries and customer information.
• Follow up with customers regarding orders, payments and deliveries.
• Forward qualified leads to Sales Representatives when field follow-up is required.
• Maintain professional and timely customer communication.

SALES ORDER ADMINISTRATION

• Receive and process customer Purchase Orders (POs) and sales orders.
• Verify products, quantities, pricing, discounts and payment terms.
• Enter orders accurately into the company's ERP/CRM or sales system.
• Coordinate with Warehouse regarding stock availability and fulfilment.
• Coordinate with Finance regarding payments, credit terms and outstanding balances.
• Monitor orders from confirmation through to delivery.
• Identify and report order, pricing, stock or delivery discrepancies.
• Maintain accurate records of POs, quotations and sales documentation.

SALES TEAM SUPPORT

• Provide administrative support to Sales Representatives and Sales Supervisors.
• Prepare quotations, price lists and sales documents.
• Assist the sales team with product availability, pricing and customer information.
• Track customer follow-ups and outstanding sales actions.
• Maintain accurate and updated customer databases.
• Assist Management with sales administration and reporting.

REPORTING

The Sales Admin must prepare accurate and timely reports.

Daily:

• Sales orders and sales activity.
• Incoming inquiries and leads.
• Pending orders and deliveries.
• Customer follow-ups.
• Stock issues affecting sales.
• Payment or credit issues.

Weekly:

• Sales performance by salesperson.
• Sales by customer/outlet.
• New customers and outlets.
• Sales by product/SKU.
• Top-selling and slow-moving products.
• Pending quotations and opportunities.
• Outstanding customer follow-ups.
• Order fulfilment status.

Monthly:

• Sales performance and period comparison.
• Sales by customer, area, product and salesperson.
• New customer acquisition.
• Product/SKU performance.
• Sales returns and adjustments.
• Outstanding orders and customer balances.
• Management sales summary.

ADVANCED EXCEL SKILLS – MANDATORY

Advanced Microsoft Excel knowledge is a mandatory requirement.

The candidate must be able to independently create, maintain and analyze sales reports and work confidently with large amounts of sales data.

Strong practical knowledge of the following is required:

• SUM, SUMIF and SUMIFS
• COUNT, COUNTIF and COUNTIFS
• IF and nested IF formulas
• VLOOKUP and/or XLOOKUP
• INDEX & MATCH
• Percentage and gross margin calculations
• Pivot Tables and Pivot Charts
• Sorting and filtering
• Conditional formatting
• Data validation
• Data cleaning and organization
• Multi-sheet reporting
• Sales analysis and dashboards
• Identifying data errors and discrepancies

Candidates with only basic Excel knowledge will not be suitable for this position.

Experience with Google Sheets, ERP, CRM, POS or inventory systems is an advantage.

REQUIREMENTS

• Minimum 2 years' experience in Sales Administration, Sales Support, Commercial Administration or similar.
• Experience in the nicotine, vape or tobacco distribution industry is strongly preferred.
• Advanced Microsoft Excel skills are mandatory.
• Strong understanding of formulas, Pivot Tables and sales data analysis.
• Strong numerical and analytical skills.
• Excellent attention to detail.
• Strong organizational and time-management skills.
• Excellent communication and customer service skills.
• Able to manage multiple inquiries and orders simultaneously.
• Able to work independently and as part of a sales team
• Reliable, disciplined and proactive.
• Strong problem-solving skills.
• Fluent in Bahasa Indonesia.
• English communication skills are an advantage.
• Experience with ERP/CRM/POS systems is an advantage.

PERSONAL QUALITIES

The ideal candidate is:

• Highly organized
• Detail-oriented
• Fast and responsive
• Proactive
• Accountable
• Strong with numbers and data
• Highly proficient in Excel
• Professional in communication
• Reliable and trustworthy
• Solution-oriented
• Able to work under pressure
• Willing to take ownership

PERFORMANCE EXPECTATIONS

The Sales Admin is expected to maintain a high standard of accuracy, responsiveness and reporting.

Performance will be measured by:

• Response time to customer inquiries.
• Accuracy of sales orders and documentation.
• Accuracy of pricing and customer information.
• Accuracy and timeliness of reports.
• Effective follow-up of inquiries and orders.
• Accurate sales and customer data.
• Effective coordination with Sales, Warehouse and Finance.
• Minimal administrative errors.
• Compliance with BVTD procedures and reporting deadlines.

WHY JOIN BVTD?

• Join a growing nicotine distribution company in Bali.
• Work in a developing and expanding industry.
• Work closely with Sales, Operations and Management.
• Develop commercial and business administration skills.
• Opportunity for career growth within BVTD.
• Professional and performance-driven working environment.

HOW TO APPLY

Please submit your CV and relevant work experience through Glints.

Candidates with experience in nicotine, vape, tobacco distribution or sales administration, combined with strong Excel capabilities, are encouraged to apply.

Bali Vape & Tobacco Distribution (BVTD)

Sales | Distribution | Nicotine Products