Sales and Admin Coordinator

About DIGIPIXEL

DIGIPIXEL is a Singapore-based digital agency that helps businesses strengthen their brands, improve their digital experiences and achieve sustainable growth.

Our services cover UX strategy, website and e-commerce development, branding, digital marketing, AI powered automation solutions and ongoing website management. We work with businesses and organisations across different industries to turn complex requirements into practical, user-focused digital solutions.

We are a growing and collaborative team that values accountability, initiative and continuous improvement. Team members are encouraged to take ownership of their work, communicate openly and contribute ideas that improve the way we serve our clients.

Job Description

We are looking for an organised, proactive and commercially minded Sales & Administrative Executive to support our sales activities, client coordination and day-to-day business administration.

This role is suitable for someone who is comfortable communicating with clients, following up on opportunities, preparing business documents and ensuring that important administrative tasks are completed accurately and on time.

You will play an important role in keeping the sales pipeline organised, supporting prospective and existing clients, and ensuring a smooth handover from sales to project delivery.

Key Responsibilities

Sales Support and Coordination

• Respond to incoming sales enquiries and gather the necessary information to understand client requirements.
• Arrange discovery calls, meetings and follow-up sessions with prospective clients.
• Prepare quotations, proposals, service descriptions and supporting sales documents based on the requirements provided.
• Follow up consistently on quotations, proposals and pending client decisions.
• Maintain accurate records of sales leads, opportunities, follow-up dates and outcomes.
• Support the preparation of presentation materials, capability documents and tender submissions.
• Coordinate with internal teams to obtain project estimates, timelines and technical information.
• Ensure confirmed projects are properly documented and handed over for project execution.
• Track quotation validity periods, outstanding documents and next steps for each opportunity.
• Assist in identifying renewal, upselling and cross-selling opportunities among existing clients.

Client and Account Administration

• Serve as a professional point of contact for general client enquiries and administrative matters.
• Coordinate the collection of project information, documents, content, system access and approvals.
• Prepare meeting agendas, take meeting notes and document important decisions and action items.
• Follow up with clients on outstanding information, approvals, documents and payments.
• Maintain organised records of client correspondence, agreements, quotations and project documents.
• Support the coordination of project kick-off sessions and client onboarding.
• Track annual maintenance, hosting, domain and service renewals.
• Prepare and send renewal notices and follow up on pending confirmations.
• Ensure client requests are properly recorded and directed to the relevant team.

Finance and Business Administration

• Prepare and issue invoices, purchase-related documents and other business documentation.
• Monitor outstanding invoices and follow up professionally on overdue payments.
• Maintain organised digital records and ensure documents are correctly named and filed.
• Assist with vendor registrations, procurement portals, grant-related documents and administrative submissions.
• Support the preparation and submission of quotations for government and corporate procurement exercises.
• Coordinate appointments, meetings and company schedules where required.
• Prepare regular reports covering sales activities, quotations, revenue opportunities, renewals and outstanding matters.
• Assist with general operational and administrative tasks that contribute to the smooth running of the company.

Requirements

• Diploma or equivalent qualification in Business Administration, Marketing, Communications or a related field.
• At least one year of experience in sales support, administration, customer service, account coordination or a related role is preferred.
• Strong written and verbal communication skills.
• Comfortable communicating with clients through email, telephone, video calls and messaging platforms.
• Able to prepare clear and professional quotations, proposals and business correspondence.
• Organised, detail-oriented and capable of managing multiple follow-ups and deadlines.
• Proactive and willing to take ownership of assigned responsibilities.
• Confident using Microsoft Office or Google Workspace applications.
• Experience with CRM, accounting, quotation or project management systems would be advantageous.
• Experience in a digital agency, technology company, professional services firm or B2B environment would be advantageous.
• An interest in websites, digital marketing, artificial intelligence and technology solutions would be beneficial.

Key Attributes

• Reliable, accountable and consistent.
• Commercially aware and comfortable conducting sales follow-ups.
• Professional and confident when communicating with clients.
• Able to work independently with minimal supervision.
• Systematic in maintaining records and tracking outstanding matters.
• Willing to learn about digital services and technology solutions.
• Able to identify what needs to be done and take appropriate action without repeated instructions.
• Comfortable working in a growing company where responsibilities may evolve over time.

A performance-based incentive may also be provided for qualifying sales conversions or achieving agreed sales targets.