Senior Sales Admin Philippines

Job Role Description Senior Sales Administrator

Job Function

The Senior Sales Administrator is an operational support specialist responsible for maintaining the integrity and momentum of CLaaS2SaaSs sales pipeline across all markets. Working closely with Sales Managers and the Compliance Manager this role manages the end-to-end tracking of pipeline opportunities oversees customer and partner contract development and management maintains CRM hygiene and produces dashboards and reports for internal management review. The Senior Sales Administrator ensures that the sales team operates from accurate up-to-date data and that all commercial documentation meets both operational and regulatory standards.

Job Mission

To ensure the smooth and accurate operation of CLaaS2SaaSs sales administration function by managing pipeline records supporting contract processes enforcing CRM hygiene standards and delivering timely management dashboards and reports that enable data-driven decision-making across the organisation.

Skills & Competencies

Technical Skills & Competencies

Generic Skills & Competencies (Top 5)

CRM Administration & Data Hygiene Level 4

Sales Pipeline Tracking & Reporting Level 4

Contract Administration & Document Management Level 4

Dashboard Development & Reporting (Power BI) Intermediate

Process Documentation & SOP Management Intermediate

Compliance Awareness & Regulatory Document Handling Intermediate

Process Automation (Power Automate) Basic

Microsoft Office Suite (Excel Word Outlook) Advanced

Attention to Detail Advanced

Communication Intermediate

Organisation & Time Management Advanced

Problem Solving Intermediate

Teamwork & Collaboration Advanced

Key Responsibilities

A. Pipeline & Opportunity Tracking

Maintain accurate and current records of all sales pipeline opportunities across assigned markets within the CLaaS2SaaS CRM system.

Track all stages of the opportunity lifecycle from lead entry and qualification through proposal negotiation contracting and activation and ensure timely updates by Sales Managers.

Flag stale incomplete or at-risk pipeline records to Sales Managers and escalate as required to support timely follow-through.

Prepare weekly pipeline summaries for Sales Managers and management highlighting key movements upcoming milestones and conversion trends.

Coordinate Sales Managers in maintaining pipeline coverage ratios and ensuring all opportunity data is complete classification-accurate and audit-ready.

B. Customer & Partner Contract Development & Management

Support the preparation formatting and version control of customer and partner contracts including Memoranda of Understanding (MOUs) Customer & Partnership Agreements Revenue-Sharing Arrangements and Programme Delivery Contracts.

Coordinate the internal review and approval workflow for all commercial documents liaising with Sales Managers the Compliance Manager and other relevant stakeholders.

Maintain a structured and up-to-date contract repository tracking contract status renewal dates key obligations and performance milestones.

Issue timely reminders to Sales Managers and management for upcoming contract renewals expirations or review obligations.

Process contract amendments extensions and terminations in accordance with established procedures ensuring complete documentation and appropriate sign-off at each stage.

Work closely with the Compliance Manager to verify that all contracts adhere to applicable regulatory quality assurance and internal governance requirements before execution.

C. CRM Hygiene & Data Integrity

Enforce and monitor CRM data quality standards across all Sales Manager accounts and opportunity records conducting regular audits to identify and correct gaps duplicates or inaccuracies.

Develop and maintain CRM usage guidelines and SOPs for the sales team providing training and guidance to Sales Managers as needed.

Coordinate with the sales team to ensure all customer interactions meeting notes proposals and contract milestones are captured accurately and promptly in the CRM.

Liaise with IT or system administrators to report and resolve CRM technical issues manage user access and support system updates or integrations.

Champion consistent adoption of the CLaaS2SaaS Agentic CRM across the team identifying opportunities to streamline data entry and improve workflow efficiency.

D. Dashboard Development & Management Reporting

Design build and maintain Power BI dashboards providing real-time visibility on sales pipeline health Sales Manager activity partner performance contract status and revenue tracking.

Produce regular management reports weekly monthly and quarterly synthesising CRM and operational data into clear actionable summaries for senior leadership review.

Develop and update KPI tracking reports for Sales Managers enabling performance review conversations and early identification of shortfalls.

Support the Compliance Manager in incorporating compliance-related metrics (e.g. student passing rates graduation and attrition statistics) into the management reporting suite.

Continuously improve reporting templates and dashboard layouts based on stakeholder feedback and evolving management information needs.

E. Compliance Support & Document Control

Work closely with the Compliance Manager to ensure that all pipeline records commercial documents and operational data meet the documentation and audit standards required by applicable regulatory frameworks (SSG-RD SSG-WSG EduTrust HRDCorp and equivalents).

Maintain controlled document registers for sales-related policies procedures and templates ensuring proper version control approval trails and accessibility in line with audit requirements.

Support internal and external audit preparation by compiling accurate and organised records of partner interactions contracts and programme documentation.

Assist in implementing AI-driven process automation ( Co-Pilot Power Automate) to streamline repetitive administrative workflows reduce manual handling risk and improve turnaround times.

F. Coordination & Administrative Support

Serve as the central coordination point between Sales Managers and the Compliance Manager for all administrative documentation and reporting matters.

Organise and prepare materials for pipeline review meetings partner governance sessions and internal management reporting presentations.

Manage shared team calendars document libraries and communication records relevant to sales operations.

Provide general administrative support to the sales operations function as required including correspondence management meeting coordination and travel logistics for partner visits.

Career Pathway

The Senior Sales Administrator is a specialist individual contributor role within the Regional Sales Operations function. Career progression pathways include:

Sales Operations Manager / Regional Sales Operations Manager taking on broader operational oversight team coordination and strategic reporting responsibilities.

CRM & Data Analytics Specialist deepening expertise in CRM platform management business intelligence and sales data strategy.

Contracts & Compliance Administrator specialising in commercial contract management and regulatory compliance operations.

Lateral development may also occur into Alliance Management Compliance Management or Programme Administration roles.