The Sales Operations Officer is responsible for executing day-to-day sales operations to ensure data accuracy, timely reporting, and efficient order-to-cash processes.

As the execution arm of the Commercial function, this role ensures SAP data integrity, collections follow-up, contract tracking, and reporting discipline, enabling the Commercial Lead to focus on strategic priorities. The role plays a critical part in maintaining operational rhythm, cross-functional coordination, and commercial visibility.

Key Responsibilities

1. Contract & Commercial Lifecycle Execution

• Ensure 100% of signed contracts are logged in SAP within 6 hours of receipt.
• Validate all commercial terms (pricing, payment milestones, delivery schedules) before system entry.
• Track contract renewals and amendments; notify management 30 days prior to expiry.
• Maintain and monitor performance guarantees and advance payment securities, including expiry tracking.

2. Cash Collection & Receivables Support

• Generate and circulate weekly aging reports to the sales team.
• Issue timely payment reminders in line with agreed collection schedules.
• Escalate overdue accounts beyond defined thresholds with clear dispute summaries.
• Maintain accurate and up-to-date collection logs in SAP on a daily basis.

3. Data Accuracy & Quality Control

• Validate customer POs, invoices, and master data before SAP entry.
• Conduct weekly audits of open sales orders, pricing conditions, and credit blocks.
• Identify and resolve discrepancies with a zero-error tolerance approach.

4. Sales Reporting & Performance Analytics

• Daily: Publish sales flash reports (actual vs. target) by 9:00 AM.
• Weekly: Deliver performance reports comparing prior periods and trends.
• Monthly: Prepare detailed analytics (Target vs. Actual, MoM, YoY, YTD vs. budget) by the 3rd working day.
• Quarterly/Annual: Support variance analysis and executive reporting requirements.

5. Sales Administration

• Process commercial team expense claims within 5 working days.
• Maintain accurate filing and documentation of all commercial records.
• Coordinate meeting schedules, minutes, and follow-up action tracking.

6. Fulfillment Planning & Execution Support

• Maintain an order fulfillment tracker aligned with procurement, warehouse, and supplier timelines.
• Communicate delivery schedules to internal teams and customers.
• Track inventory allocation based on revenue priority and risk exposure.
• Provide weekly execution updates to stakeholders.

7. Issue Identification & Escalation

• Proactively identify operational risks such as delays, stock shortages, or contract deviations.
• Resolve routine issues independently and escalate critical issues promptly.

8. Order-to-Cash Cycle Management

• Follow up on contract finalization and advance payment collections.
• Coordinate delivery, inspection, and customer acceptance processes.
• Support invoicing by ensuring complete and accurate documentation.
• Actively contribute to accounts receivable (AR) follow-ups and collection acceleration.

9. Customer Coordination

• Maintain professional communication with customers on operational matters.
• Document disputes, penalties, and claims; support resolution processes.

10. Contract Closure Management

• Support closure activities including customer testimonials and final documentation.
• Track release of guarantees, samples, and outstanding contractual obligations.

11. Systems & Dashboard Support

• Execute daily SAP transactions (sales orders, deliveries, billing, pricing updates, credit release requests).
• Maintain accurate and real-time contract and sales databases.
• Refresh Power BI dashboards daily, ensuring up-to-date KPIs (bookings, billings, backlog, collections).
• Support automation of recurring reports and analytics.

12. S&OP & Cross-Functional Coordination

• Prepare demand and performance data packs for weekly S&OP meetings.
• Ensure alignment across sales, marketing, finance, and supply chain through accurate data sharing.

Minimum Requirements

Education

• Bachelor’s degree in Business Administration, Finance, Economics, Accounting, Statistics, or IT

Experience

• 2–4 years of experience in Sales Operations, Commercial Support, Finance, or Data Analysis
• Experience in technology, IT equipment, or consumer electronics is strongly preferred

Technical Skills

• Excel (Advanced): Power Query, complex formulas, PivotTables, XLOOKUP/VLOOKUP
• Power BI (Intermediate): Dashboard creation, publishing, and refresh management
• SAP or ERP Systems: Sales order processing, billing, and reporting
• Contract Management: Commercial contract tracking and receivables monitoring

Core Competencies

• Attention to Detail & Data Accuracy
• Analytical Thinking & Problem Solving
• Process Discipline & Execution Excellence
• Communication & Coordination Skills
• Time Management & Prioritization
• Accountability & Ownership