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Sales Support

Remote•Philippines•Full-time
₱25,000 - ₱45,000 annually
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About the Job

POSITION SUMMARY:
The Sales Assistant plays a vital role in supporting the sales team by managing client communications, preparing proposals and quotes, maintaining accurate client data, and ensuring the smooth coordination of day-to-day sales operations. This position requires strong organisational skills, attention to detail, and the ability to communicate professionally with clients, vendors, and internal stakeholders.


KEY RESPONSIBILITIES:
1. Client & Proposal Management:
  • Prepare and deliver accurate proposals, quotes, and opportunity documentation for clients.
  • Check inventory levels when quoting; note stock availability on each quote. Where stock is insufficient or will not arrive before the client's deadline, present available colour options and quote an appropriate alternative product.
  • Source and coordinate shipping estimates as required.
  • Send follow-up communications to clients approximately one year after order placement to identify repeat order opportunities.
2. Client Data & CRM Management (Commonsku):
  • Set up new client accounts in Commonsku accurately and in a timely manner upon onboarding.
  • Maintain and update client contact information, including email addresses and mobile numbers.
  • Cross-check all client records to ensure data accuracy and consistency.
  • Migrate historical job data from Xebra into Commonsku to ensure a complete and unified records system.

3. Order & Sample Coordination:
  • Order product samples on behalf of clients as required, and locate and communicate tracking numbers upon dispatch.
  • Liaise with the internal team to obtain and relay order status updates to clients.
  • Submit artwork to the Art team for proof preparation and manage the associated communication.

4. Email & Communication Management:
  • Manage and file all incoming and outgoing emails on a daily basis.
  • Include the project-specific email address in blind carbon copy (BCC) on all correspondence with suppliers, to maintain a complete and auditable record of project communications.
  • Provide professional and timely customer service to clients and vendors across all channels.

5. Administrative & Executive Support:
  • Attend daily team meetings and contribute to team communication.
  • Prepare meeting agendas, attend scheduled meetings, and record accurate minutes. Follow up on action items to ensure timely completion.
  • Provide executive assistant support to senior team members as directed.
  • Attend client or supplier meetings when requested.

6. Knowledge Management & Process Documentation:
  • Document all new processes and procedures by recording a Loom video and writing a written procedure. Save all documentation to the designated Trello board and keep up to date.
  • Maintain and update the Email Blast Topics list on a monthly basis.

7. General:
Provide additional support to team members as directed by management.
Undertake ad hoc duties as reasonably assigned.


KEY SKILLS & COMPETENCIES:
  • Strong written and verbal communication skills
  • High attention to detail and accuracy in data entry and documentation
  • Proficiency with CRM systems (Commonsku experience advantageous)
  • Competence with productivity tools, including email platforms, Loom, and Trello
  • Ability to manage competing priorities and meet deadlines in a fast-paced environment
  • Professional and client-focused approach to customer service
  • Collaborative team player with the ability to work independently

This position description is intended to provide a general overview of the role. Responsibilities may evolve in line with business needs. The employee may be required to perform duties outside of those listed 
About Over the Top Promotions
Over the Top Promotions is an internationally award winning creative marketing agency that specialises in producing branded merchandise to Australia , New Zealand and APAC region, but our mina focus is Australia . We warehouse and distribute merchandise globally and create custom stores for our clients who can access customised merchandise at the click of a button. Our job is to make their life easier and help them stand out. We focus on the IT Sector and work with brands such as CISCO, Lenovo, Dell, HPE , AWS are some of the clients we serve . We spend a lot of times working out what are the best products to use to help them build their brand through the use of branded merchandise. We are a team of 13 that all work together closely and together as a team to create solutions for our clients that are different and always on brand. We are a remote team however we focus on building a great culture to work with. The majority of our team are based in the Philippines and we have a local team leader to support you on your day to day tasks.
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