Assistant Manager / Sales & Operations Coordinator who acts as the operational backbone of the business, supporting sales, procurement, logistics, administration, and management.

Role Overview
We are seeking a highly organized, detail-oriented, and proactive Assistant Manager / Sales & Operations Coordinator to support the day-to-day operations of a fast-growing international distribution business operating across multiple European markets.
This role combines sales support, customer relationship management, logistics coordination, operational administration, and executive support. The successful candidate will work closely with management and play a key role in ensuring that customer requests, supplier communications, commercial offers, orders, logistics activities, and internal processes are executed accurately and efficiently.
The ideal candidate is someone who thrives in a fast-paced environment, enjoys solving problems, communicates confidently in English, and can manage multiple priorities while maintaining excellent attention to detail.

Key Responsibilities
Commercial & Sales Support

• Manage a high volume of daily email correspondence, ensuring messages are categorized, prioritized, actioned, or escalated appropriately.
• Draft and maintain professional communication with clients, suppliers, and logistics partners in both written and spoken English.
• Prepare, issue, and follow up on commercial offers, quotations, one-shot opportunities, promotional campaigns, and stock proposals.
• Process customer orders, pre-orders, split shipments, and stock orders while verifying pricing, quantities, product availability, and commercial terms.
• Monitor order progress and proactively provide customers with updates regarding availability, deliveries, and potential delays.
• Support the Sales Team in identifying commercial opportunities and maintaining strong customer relationships.Coordinate weekly promotional campaigns and distribute offers across core business categories including Hair Care, Cosmetics, and Fragrances.

Customer & CRM Administration

• Maintain accurate customer records within CRM and ERP systems.
• Update customer statuses, meeting notes, commercial conditions, follow-up actions, and communication history.
• Monitor customer activity and ensure that all relevant information is properly documented and accessible.
• Assist in account management activities to support business growth and customer retention.

Procurement & Supplier Coordination

• Communicate with suppliers regarding stock availability, order confirmations, lead times, pricing updates, and shipment schedules.
• Track supplier confirmations and ensure customer commitments are aligned with actual supplier availability.
• Support management with sourcing activities, supplier comparisons, and procurement-related follow-ups.
• Maintain accurate documentation relating to purchasing activities and order tracking.

Logistics & International Operations

• Coordinate international and domestic shipments with freight forwarders and transport companies.
• Prepare and maintain logistics documentation required for transport and customs compliance.
• Generate U.I.T. codes and support e-Transport compliance processes where applicable.
• Coordinate shipment collections, delivery schedules, transport bookings, and carrier communications.
• Monitor shipment status and proactively resolve operational issues affecting deliveries.

Operational & Process Management

• Update and maintain internal task management systems and operational trackers.
• Monitor pending actions, deadlines, customer commitments, and operational priorities.
• Ensure all completed activities are properly documented and auditable.
• Support the continuous improvement of internal procedures, workflows, and reporting processes.
• Assist with data verification, reporting, reconciliation tasks, and operational quality control checks.

Executive & Management Support

• Support management with day-to-day operational coordination and administrative activities.
• Participate in internal and external meetings and prepare professional meeting minutes, summaries, action lists, and follow-up plans.
• Coordinate meeting schedules, calendars, reminders, and follow-up activities.
• Assist management in monitoring key priorities and ensuring business-critical actions are completed on time.
• Act as a reliable point of contact between management, customers, suppliers, and operational teams.

Human Resources Support (Occasional)

• Depending on business needs and previous experience, the successful candidate may also assist with:
• Initial CV screening and candidate pre-selection.
• Interview scheduling and coordination.
• Recruitment administration and onboarding support.
• Maintaining accurate recruitment records and candidate communications.

Candidate Profile

Essential Requirements

• Excellent written and spoken English (mandatory).
• Minimum 2 years of experience in an administrative, operations, sales support, customer service, or coordinator role.
• Strong organizational and time-management skills.
• Ability to effectively manage multiple priorities simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Professional communication and stakeholder management skills.
• Strong problem-solving mindset and ability to work independently.
• High level of accountability, ownership, and reliability.Technical Skills
• Advanced working knowledge of Microsoft Outlook, Excel, Word, and Teams.
• Comfortable working with CRM, ERP, task management, and business software platforms.
• Ability to analyze information, verify data, and maintain operational records accurately.
• Experience with logistics, order management, procurement, or international trade documentation is considered a strong advantage.
• Experience using AI tools (Microsoft Copilot, ChatGPT, automation tools, etc.) for productivity and business support is considered an advantage.

Personal Characteristics
The successful candidate will be:

• Highly proactive and self-motivated.
• Structured and process-oriented.
• Detail-focused without losing sight of overall business priorities.
• Comfortable working in a dynamic and fast-changing environment.
• Commercially minded and customer focused.
• Able to communicate confidently with suppliers, customers, and senior management.
• Solution-oriented, resourceful, and eager to learn.
• Comfortable taking ownership of tasks from initiation through completion.

What Success Looks Like in This Role
Within this role, success is measured not only by administrative efficiency but by the ability to:

• Keep management organized and informed.
• Ensure clients receive timely and professional responses.
• Reduce operational errors through strong process discipline.
• Follow through on commitments without constant supervision.
• Actively contribute to sales growth, operational efficiency, and customer satisfaction.
• Become a trusted operational partner to management and the commercial team.