Sales Operations Officer

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Sales Operations Officer

The Sales Operations Officer is responsible for coordinating and controlling all distributor sales transactions from order placement to delivery confirmation. This role ensures smooth collaboration among finance, warehouse, production, quality control, sales representatives, and field sales teams to ensure timely order processing, accurate documentation, and efficient product dispatch.

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Key Responsibilities

Order Management & Coordination

• Receive, validate, and adjust distributor orders based on approved sales plans.
• Coordinate order confirmation with Finance before processing.
• Ensure orders are entered into the system (Business Central) accurately and promptly.
• Monitor the full order status cycle: Placement → Approval → Loading → Dispatch.
• Prepare and share relevant business documentation based on established requirements.

Financial Verification & Compliance

• Verify distributor payment status, over-deposit summaries, and weekly reconciliations.
• Confirm deposit slips and payment approvals prior to order processing.
• Resolve transaction discrepancies to ensure financial accuracy.

Warehouse & Dispatch Liaison

• Communicate confirmed orders to the warehouse for picking, staging, and loading.
• Monitor loading schedules and dispatch timelines to ensure efficiency.
• Ensure FIFO (First-In, First-Out) and inventory availability based on distributor category priorities.
• Monitor distributor loading priorities during high-demand or product shortage periods.

Quality Control & Documentation

• Follow up on non-conforming product reporting and coordinate replacements or rejections.
• Ensure correct sales invoices and receipt documentation are prepared.
• Verify quantities and SKUs against loading documents.
• Ensure all documentation is complete and compliant before vehicle dispatch.

Reporting & Process Improvement

• Maintain accurate transaction records, operational logs, and dispatch documentation.
• Provide stakeholders with updates on order processing and dispatch timelines.
• Propose workflow improvements between departments to the line manager.
• Support the implementation of sales automation tools or ERP improvements.

Distributor Service

• Address transaction-related inquiries promptly.
• Ensure distributors receive efficient, professional, and transparent service.
• Ensure no distributor leaves the warehouse without proper documentation.

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Key Skills & Competencies

Education & Experience

• BA degree in Marketing Management or related fields.
• 1–2 years of experience in sales and operations.

Core Skills

• Negotiation: Ability to handle distributor requirements and internal priorities.
• Sales Analytics: Proficiency in sales reporting and performance reporting.
• Communication: Good verbal and written communication in English.
• Operational Efficiency: Ability to multitask and work effectively under pressure.
• Problem Solving: Proactive and solution-oriented approach to transaction discrepancies.

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