Sales & Operations Administrator

Job title: Sales & Operations Administrator

Company: Aigens Technology Limited


Job description: Aigens Technology Limited is a market leader in F&B and Hospitality technology, empowering over 500 brands across the Asia Pacific, including global names like KFC, Burger King, Starbucks, Shake Shack, Hyatt, and Accor. Headquartered in Hong Kong, we specialize in innovative solutions that transform customer experiences and maximize operational efficiency.As pioneers in mobile ordering and QR code technology, Aigens has been instrumental in steering the digital revolution of the F&B and Hospitality industry. Our versatile product portfolio—including Kiosk and Mobile Ordering solutions, POS, Payment, Loyalty systems, and Middleware—helps businesses attract more customers, increase order sizes, foster loyalty, and streamline operations.With rapid growth in the past three years, expanding to 9 regional offices and a team of 150 (and counting), Aigens is shaping the future of F&B and Hospitality technology. If you’re passionate about innovation and want to make an impact in this dynamic industry, join us and be part of our journey.Sales & Operations AdministratorSales AdministrationCreate, prepare, and issue quotations, invoices, and credit notes for new and existing customers using systems like Zoho and Xero.Draft and manage all renewal quotations for annual fees, including SaaS, support plans, and other recurring services.Maintain and update customer accounts, leads, and sales deals within the Zoho CRM system.Prepare and manage sales-related documents such as Non-Disclosure Agreements and customer contracts.Assist in updating and maintaining internal documents like product lists and staff contact information.Financial AdministrationManage accounts payable by recording bills and settling payments using Xero.Maintain organized digital records by uploading all financial documents—including quotes, invoices, and bank slips—to SharePoint on a daily basis.Keep financial spreadsheets for Accounts Receivable, Accounts Payable, and vendor records updated.Monitor and track outstanding customers payments, sending reminders and notifying the sales team as needed.Handle ad-hoc financial tasks, such as assisting with vendor registration for tenders and managing contract renewals.Operations and CoordinationCoordinate with vendors for equipment repairs by managing quotations and communicating approvals after payment confirmation.Handle stock management, which includes ordering from suppliers, labeling products, and preparing them for the Operations Manager.Track and document the start and end dates for all annual customer fees in coordination with the Customer Service team.Qualifications and Required Skills:Proven experience in a role involving sales administration, finance, or operations coordination.Proficiency with Xero accounting software is required.Experience using a CRM platform; specific experience with Zoho is highly advantageous.Strong competency in Microsoft Office Suite, particularly with Excel and SharePoint for data management and documentation.Exceptional attention to detail and a high degree of accuracy in data entry and document preparation.Excellent organizational and time-management skills, with a demonstrated ability to prioritize and handle multiple tasks effectively.Strong interpersonal and communication skills for effective collaboration with internal teams (Sales, Finance, Technical Support) and external vendors.Working with us:5-day work weekCaring, friendly and casual work environmentRegional exposureWorking a flat culture with talented individualsJoin a young and growing brand backed by a great investment teamAigens is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, religion, sexual orientation, national origin, genetic information, or any other protected characteristic.All applications will be handled in strict confidence and will only be used for recruitment related purposes. Applicants who do not hear from us within 6 weeks from the date of application may consider their applications unsuccessful. All information on unsuccessful candidates will be retained for a maximum period of 24 months.All applications applied through our system will be delivered directly to the advertiser and privacy of personal data of the applicant will be ensured with security.

Expected salary:

Location: Kwun Tong District, Hong Kong

Job date: Sun, 06 Jul 2025 07:01:37 GMT

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