Sales & Operations Admin at Gap Recruitment Services Limited

Job Purpose:

The Sales & Operations Admin will support the Q-SYS team in executing client projects, managing sales cycles, and ensuring operational efficiency. This role is key in bridging client needs with internal teams to deliver timely solutions and support the international growth of the Q-SYS brand. You will oversee order processing, proposal tracking, sales reporting, client communication, and delivery coordination to ensure successful end-to-end execution.

Key Responsibilities

Sales Coordination & Client Support:

• Coordinate the full sales cycle for Q-SYS products from pricing and proposals to demos and closure.
• Prepare and track quotations, proposals, and documentation with accuracy.
• Liaise with clients, internal teams, and channel partners to ensure timely communication and smooth project handover.
• Schedule sales team demos, meetings, site visits, and Proof of Concept (PoC) activities.
• Support client pilots by managing documentation, timelines, and feedback follow-up.

Sales Operations & Reporting:

• Maintain and update sales dashboards, pipelines, and CRM tools with 100% accuracy.
• Track key metrics: conversion rates, lead aging, proposal TAT, sales/installation progress, and collections.
• Prepare weekly, monthly, and quarterly reports showing revenue status and sales pipeline performance.
• Monitor and highlight gaps or delays across sales and delivery functions.
• Coordinate with finance to follow up on invoicing and ensure on-time payments.

Cross-Functional & Project Support:

• Work closely with technical, operations, and DevOps teams to align delivery with sales commitments.
• Monitor and support On Time In Full (OTIF) delivery for client deployments and software customizations.
• Proactively escalate and track resolution of client complaints, feedback, and post-installation issues.
• Identify and propose at least two sales process improvement initiatives per quarter.

Key Deliverables

• High order processing accuracy
• Accurate CRM and sales data tracking
• Timely proposal and quotation submissions
• Strong client coordination and response turnaround
• Improved conversion rates and timely collections
• High OTIF delivery on projects
• Consistent reporting and analytics
• Documented process improvement actions

Qualifications and Requirements:

• Bachelors degree in Sales, Business, IT, or a related field
• 4 years experience in sales coordination, operations, or admin roles in B2B, SaaS, or smart tech environments
• Experience with CRMs like Zoho or Salesforce and strong Excel/data analysis skills
• Familiarity with SaaS or customer experience tools is an added advantage
• Excellent organizational and time management skills able to manage multiple clients and priorities
• Strong communication skills and cross-functional collaboration experience
• High attention to detail, proactive problem-solving, and a customer-first mindset