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Sales Administrator

Promotional Products Industry | Philippines-based, work from home | Full-time Position

Sales Administrator (Promotional Products)

Hours:

Full-time, Monday to Friday, aligned to Australian business hours (AEST/AEDT)

About WorkmodeX
WorkmodeX recruits, trains and supports Philippines-based professionals who work exclusively within the promotional products industry. We are not a general outsourcing agency. Every person we place is matched to one client, trained in how the promo industry actually works, and supported by a WorkmodeX team leader for the life of the placement.

This role is a full-time placement with an established Australian promotional products supplier. You will work as an embedded member of their sales team, not as a shared or pooled resource.

About the Role

The Sales Administrator is the engine room of the client's sales team. You will take enquiries through to quotation, convert approved quotes into orders, and keep artwork, pricing and product data accurate and moving. The people who do well in this role are organised, detail-obsessed, and comfortable chasing things down until they are finished.

Promotional products is a deadline-driven industry with a lot of moving parts: stock availability, decoration methods, artwork approvals, freight and in-hands date. Prior industry experience is essential.

Key Responsibilities:

Customer Enquiries & Sales Support:

Manage incoming customer email enquiries and respond promptly and professionally.
Provide product, pricing and order information to customers and to the client's sales team.
Maintain clear, professional communication throughout the sales process.
Follow up on outstanding matters so nothing sits unresolved.

Quotations:

Prepare and send accurate customer quotations.
Confirm pricing, product, quantity, decoration, freight and delivery timeframes on every quote.
Check stock availability with suppliers before quoting.

Orders:

Convert approved quotations into orders.
Process customer purchase orders and confirm all details against the approved quote.
Ensure order information is entered into the system and filed correctly.
Distribute sales orders to the relevant internal teams for processing.

Artwork & Production Management:

Ensure every order is set up correctly against client expectations and brand guidelines.
Manage artwork documentation and approvals through the client's artwork management system.
Prepare artwork layouts as requested by the sales team.
Flag artwork or production issues early, before they affect delivery dates.

Product & Pricing Data:

Create new item codes in the system with accurate descriptions, pricing, images and specifications.
Create customer-specific item codes as directed by the sales team.
Maintain product and pricing information so it stays accurate and consistent.
Work through website product listings to improve navigation, accuracy and presentation.

Follow-Ups:

Follow up on open quotations and convert where possible.
Chase outstanding purchase orders, missing information, approvals and deliveries.
Track and escalate anything at risk of missing a customer deadline.

What We're Looking For:

At least 2 years' experience in sales administration, customer service, order processing or a similar coordination role in the Promotional Product Industry.
Excellent written English; most of the role is conducted over email with Australian customers.
Strong attention to detail, particularly with pricing, quantities and specifications.
Confident with systems and data entry; able to learn a new CRM or ERP quickly.
Working knowledge of Microsoft Office or Google Workspace.
Able to manage multiple orders at different stages without losing track of any of them.
Proactive follow-up habits; comfortable politely chasing people until you get an answer.
A reliable home working setup: a quiet workspace, a suitable computer and a stable internet connection with a backup option.

Highly Regarded:

Experience in promotional products, print, signage, apparel or branded merchandise.
Familiarity with decoration methods such as screen print, embroidery, pad print or digital print.
Basic artwork or layout skills in Adobe Illustrator, Photoshop or Canva.
Previous experience working with Australian or other overseas clients.

WorkmodeX: offshore talent, built for the promotional products industry.

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Apply for Sales Admin (Branded) at WorkModeX