Sales Administrative Assistant

Role overview

Tractors Singapore Limited is looking for a Sales Administrative Assistant to support sales administration and project coordination activities in an onsite contract role based in Singapore.

Key responsibilities

• Raise purchase orders to Cox, including engine order placement, preparation of the Indent Approval Form (IAF), and confirming the purchase order.
• Draft single source forms (SSF) and vendor purchase orders.
• Coordinate shipping arrangements with Logistics and Cox.
• Track ordering activity and monitor shipment status within the relevant systems.
• Review invoices received from the Principal and verify them for correctness.
• Compile and send the required documentation to the Principal.
• Work with Cox to arrange submission of test reports and certification to the customer.
• Handle purchase order processing and ensure tasks are completed on time.
• Prepare dealsheets for P&E purchase orders.
• Support the full lifecycle of assigned projects from an administrative perspective.
• Prepare tax invoices and compile tax invoices for sales representatives.
• Carry out budget updates and revisions when required.
• Manage a large volume of incoming emails and respond promptly.
• Create monthly reports and deliver them within deadline.
• Coordinate closely with the Sales and Project teams.
• Take on additional ad-hoc duties assigned by the Sales Admin Supervisor.

Required profile

• Highly organized, with the ability to juggle several tasks at once.
• Comfortable prioritizing work and handling multiple responsibilities efficiently.
• Strong written and verbal communication skills.
• Prior administrative experience is expected.
• Meticulous approach with a strong focus on accuracy.
• Able to work under pressure and meet tight deadlines.
• Skilled in Microsoft Word, Excel, and Access.
• Works well in a team and demonstrates commitment to the role.

Additional information

This position requires a hands-on administrative professional who can support ordering, invoicing, documentation, reporting, and coordination across internal teams and external partners. The role also involves working with shipping, certification, and budget-related administrative tasks, along with other duties as assigned.