Sales Admin Supervisor

Overview

• Own the end-to-end sales administration engine for the bakery: lead the tele sales team, ensure 100% accurate order capture, finalize the daily production order on time, maintain robust administrative controls, and safeguard master data quality in the DRM system—while producing and circulating clear sales reports (daily, weekly, monthly) that support informed decisions across Sales, Production, and Distribution.
• Responsibilities
• Accountabilities are statements of the important end results which the job must achieve. These statements should relate to an end result or objective which must be accomplished and against which some measurement of performance can be applied.

Practical Tips:

Telesales & Order Management

• Lead, schedule, and coach the tele sales team; run daily huddles aligned to service targets and order cut-off times.Ensure all customer orders, changes, and cancellations are captured accurately and timeously.Validate pricing, discounts, pack sizes, delivery days, and route allocations before order release.Resolve order queries and service issues; escalate demand spikes or short-supply risks early.

Production Order Finalization

• Reconcile the final order vs. forecast and capacity; lock and release the production order by cut-off.Communicate final mix/volume changes to Production, Dispatch, and Distribution.Track variances (forecast vs. actual; plan vs. bake; bake vs. load) and initiate corrective actions.

Controls, Governance & Audit Readiness

• Enforces controls on pricing/discount approvals, order amendments, returns/credits, and document completeness.Maintain audit-ready records (deal sheets, approvals, change logs, return notes) and run weekly control checks.Monitor credit risk flags (e.g., stop supply lists) and ensure compliance with company policy.

Master Data Management (DRM)

• Own customer, IDC customer route/day, delivery frequency, and trading-term master data in DRM.Prevent duplicates and stale data; run scheduled integrity checks and exception reports.Train the team on DRM standards and serve as first-line support for DRM issues, escalating to VSC where needed.

Reporting & Analytics (Daily / Weekly / Monthly)

• Build, maintain, and automate (where possible) a reporting pack covering:- Daily: Orders vs. capacity, order accuracy %, cut-off compliance, bake plan vs. dispatch, service level/hit-rate, urgent variances, major returns/spoils flags.- Weekly: Volume by brand/pack/route, price/discount utilization, customer gains/losses, returns/spoils trends, service gaps, depot/IDC performance, market activities.- Monthly: Sales vs. target, mix and margin analysis, promo performance, customer growth/churn, control exceptions, DRM data quality scorecard.Distribute reports to Sales, Production, Distribution, Finance, and Leadership per cadence. Proactively highlight risks/opportunities and recommend actions.

People Leadership

• Set clear KPIs, run coaching and side-by-side call reviews, and conduct formal performance reviews.Build bench strength (cross-training on routes, DRM, reporting); manage attendance and shift coverage.Embed a culture of accuracy, urgency, customer focus, and continuous improvement.
• Stakeholder Management & Communication
• Interface daily with Production Planning, Dispatch, Distribution, Finance, DRM, and Depot Managers.Communicate supply constraints, substitutions, recovery plans to Sales and key customers.

Key Performance Indicators (KPIs)

• Order accuracy % (first-time-right), order amendment rate, cut-off compliance %.
• Service level/hit-rate %, on-time order processing.
• Production order released on time (daily), plan vs. bake variance, bake vs. dispatch variance.
• Pricing/discount exceptions resolved within SLA, valid approvals on file.
• DRM data integrity score and age of open fixes.
• Report timeliness and defect rate.
• Tele sales QA score, coaching compliance, absenteeism within threshold

Qualifications

Qualifications & Experience

• Diploma/Degree in Business Administration, Sales Management, Supply Chain, or related.
• 3–5 years’ sales admin/tele sales/order management experience (FMCG/bakery preferred).
• 1–2 years’ supervisory experience leading teams in a high-volume environment.
• Strong Excel skills (pivot tables, lookups, basic formulas; Power Query/Power BI advantageous).
• Experience with DRM and ERP (SAP) and telephony/CRM tools.

Technical & Behavioural Competencies

• Technical: Order management, DRM/master data, reporting & analytics, control frameworks, basic forecasting.
• Behavioral: Detail-driven, decisive under pressure, strong communicator, stakeholder savvy, continuous improvement mindset, integrity and compliance orientation, coaching leadership style