Sales Admin Officer

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

The Sale Admin Officer supports the Sales team by managing customer data and making sure every customer order is delivered correctly and on time. The position is the link between the customer and the Trucking Operations team: the Sale Admin Officer receives and records customer orders, passes delivery instructions to Operations, follows up between sale and operation are working together until the goods are delivered, and then checks with the customer that the products have arrived in the right quantity and condition. The role also keeps delivery documents (such as Proof of Delivery) complete, handles customer feedback and complaints, and prepares regular sales administration reports.

Duties & Responsibilities

• Create, update and maintain accurate customer records in the customer system (company name, contact persons, phone, email, delivery addresses, billing details, contract rates and special delivery requirements).
• Record and file customer transport orders, quotations, contracts and service agreements in an organized and retrievable way (both soft and hard copy).
• Perform a monthly review of customer data to remove duplicates, correct errors and fill in missing information.
• Protect the confidentiality of customer information and follow company data-access rules.
• Receive delivery requests from sale team by phone, email, messaging app or the order system and confirm the details (truck type, quantity, weight, pick-up and delivery points, date and time).
• Enter each order into the system and pass complete delivery instructions to the Trucking Operations without delay.
• Follow up with the Operations team on truck and driver assignment, loading time, departure and estimated time of arrival (ETA) and update information to customer.
• Track shipment status throughout the trip and update the tracking log at each key milestone (dispatched, loaded, in transit, delivered).
• Inform customers promptly of any delay, route change, vehicle breakdown or other issue, and agree on a revised delivery plan together with Operations.
• Contact the customer after each scheduled delivery to confirm that the goods arrived on time, in the correct quantity and in good condition.
• Collect, check and file Proof of Delivery (POD) documents signed by the consignee, and follow up with Operations for any missing POD.
• Record delivery exceptions (late delivery, shortage, damage, wrong address) and report them immediately to the Sales Manager and Operations.
• Receive customer complaints and feedback, log them in the complaint register, coordinate the solution with the relevant team and inform the customer of the outcome.

Languages

• Khmer - Good
• English - Good

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Logistics, Accounting, Finance, Banking Economics or a related field

Work History

• Sales administration, customer service or office administration, preferably in trucking, logistics or freight services for 1 year as a minimum

General & Technical Skills

• Fresh graduates with good computer and communication skills may be considered.
• Strong computer skills, especially Microsoft Excel (formulas, tables, simple reports), Word and email.
• Good spoken and written Khmer, English;
• Able to use messaging apps (Telegram, WhatsApp, WeChat) for customer and team communication.