Position Summary
The Admin / CRM Manager is responsible for overseeing administrative operations and managing the company's Customer Relationship Management (CRM) system to support sales, distribution, and customer service functions.
This role ensures accurate customer data, efficient order processing, strong internal coordination, and optimized sales pipeline tracking within a lubricant distribution environment.
The ideal candidate combines strong administrative leadership with CRM system expertise and understands B2B distribution operations, inventory coordination, and sales support processes.
Key Responsibilities
CRM Management:
Administer and maintain the company's CRM system (e.g., Salesforce, Zoho, HubSpot, or equivalent).
Ensure accurate and up-to-date customer records (distributors, retailers, fleet clients, industrial customers).
Monitor and manage sales pipelines, opportunities, and follow-ups.
Generate CRM reports on sales performance, customer segmentation, and account activity.
Train sales and admin teams on proper CRM usage and best practices.
Improve CRM workflows to enhance efficiency and reporting accuracy.
Sales & Customer Support Coordination:
Support the sales team with quotations, order processing, and account documentation.
Track customer contracts, pricing agreements, and credit terms.
Coordinate between warehouse, logistics, and sales teams to ensure timely delivery.
Monitor key accounts and ensure service-level compliance.
Assist in managing promotions, price updates, and product launches.
Administrative Management:
Oversee daily administrative operations.
Supervise admin staff and ensure task completion accuracy.
Develop and maintain filing systems (digital and physical).
Prepare management reports, sales summaries, and performance dashboards.
Maintain internal documentation and operational procedures.
Reporting & Data Analysis:
Analyze sales trends by product category (engine oils, hydraulic oils, greases, industrial lubricants, etc.).
Track customer purchasing patterns and identify growth opportunities.
Provide monthly KPI reports to management.
Support forecasting activities using CRM and historical sales data.
Process Improvement:
Identify inefficiencies in order-to-delivery workflows.
Implement automation and digital tools where applicable.
Ensure compliance with internal policies and documentation standards.
h2>Qualifications
Bachelor's degree in Business Administration, Operations, or related field.
3 - 5+ years experience in administration and/or CRM management.
Experience in distribution, FMCG, automotive, industrial supply, or lubricant industry preferred.
Strong knowledge of CRM platforms and reporting tools.
Proficiency in Microsoft Excel and reporting dashboards.
Strong organizational and multitasking skills.
Excellent communication and coordination abilities.
Performance Indicators (KPIs)
CRM data accuracy rate
Sales pipeline visibility & reporting timeliness
Order processing turnaround time
Customer retention rate
Administrative efficiency metrics
Requirements
Key Competencies:
Data accuracy & attention to detail
Process-driven mindset
Analytical thinking
Leadership & team supervision
Customer-focused approach
Problem-solving ability.