Virgina W.
Mid-Level Sales Administration Specialist
Open to offersNew to PlatformLanguages
IndonesianEnglish
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About
Virgina W. is a seasoned professional with extensive experience as an Executive Assistant and Sales Administration Coordinator, specializing in supporting high-level executives and managing intricate business operations. Her career spans various industries, with significant roles at companies like Orbitkey and PT. Medtronic Indonesia. In her role as a Virtual Assistant – Sales Coordinator, she expertly processed sales orders and managed customer inquiries using platforms like Shopify and Cin7 Core, demonstrating a keen capacity for accuracy and customer service excellence. At MAXY Academy, in her capacity as a Personal Assistant to the CEO, she handled complex calendar management, travel logistics, and liaised with clients, ensuring strong business relationships. Her expertise extends to seamless coordination of sales administration, where she demonstrated proficiency in issuing sales invoices, monitoring shipments, and maintaining compliance with industry standards. With a strong academic foundation in Business Management from Bina Nusantara University, Virgina consistently leverages tools such as Microsoft Office, Google Workspace, and Asana to enhance operational efficiency.
Experience
Virtual Assistant – Sales Coordinator
Orbitkey · 2026 — PresentAccurately processed and created sales orders leveraging Shopify and Cin7 Core. Handled order amendments, cancellations, backorders, stock allocation, and special requests from customers. Coordinated with 3PL warehouses for timely order dispatch and resolution of delivery issues. Assisted customers with inquiries related to orders and shipment updates. Supported invoice query management in collaboration with the finance team and processed daily receipts. Maintained detailed records alongside reporting data using Google Sheets and internal systems. Generated operational and sales reports upon request from sales managers. Managed the sales inbox, ensuring professional and timely responses to customer queries, and liaised with sales agents, distributors, and account managers concerning account and order-related issues.Personal Assistant to CEO and Founder
MAXY Academy · 2025 — 2026Oversaw complex calendar management and traveled logistics for senior executives, coordinating meetings across time zones and ensuring travel arrangements aligned with business priorities. Acted as a liaison for management, responding promptly to inquiries from both customers and stakeholders to maintain clear communication and strong relationships. Supported daily operational activities by tracking pending reports and addressing cross-departmental issues to facilitate smooth workflow.Senior Sales Administration Executive
KION Indonesia Sales and Services · 2025 — 2025Served as the primary contact for administrative matters, ensuring coordination between internal teams and external stakeholders. Timely prepared and issued accurate sales invoices to support finance and sales functions. Monitored product shipments for on-time delivery, proactively resolving discrepancies and delays. Managed the end-to-end shipment process through collaboration with regional offices and logistics partners, ensuring compliance with company standards. Maintained office operations by overseeing administrative tasks, supplies, and general office management duties while supporting company setup activities through vendor research and evaluations.Sales Administration Coordinator
PT. Medtronic Indonesia · 2014 — 2024Managed customer orders, including pricing and reconciliation, while ensuring accuracy and efficiency. Prepared pro forma invoices and oversaw payment monitoring for accurate record-keeping. Collaborated closely with the Finance department to process invoice payments on time. Developed and maintained a database of vendors and customers for efficient transaction management. Executed and documented sales and marketing activities, effectively tracking budgets. Acted as a compliance partner for generating and submitting reports to government authorities, and managed Personal Protection Equipment (PPE) for the Clinical Team, ensuring compliance and proper distribution.Executive Assistant to Regional Business Director
PT. Medtronic Indonesia · 2014 — PresentManaged the Business Director’s schedule, prioritizing tasks and resolving conflicts efficiently. Organized all scheduled meetings with necessary facilities and maintained up-to-date calendar information for Directors and attendees. Carefully arranged travel logistics, including flight bookings and accommodation organization, while compiling documents for travel-related meetings. Provided comprehensive administrative assistance and managed personal tasks assigned by the manager.Administration Assistant cum Secretary to DOM
PT. Boehringer Ingelheim · 2011 — 2014Coordinated the Director of Marketing's business trips, agendas, and expenses. Controlled and executed Sales and Marketing activities aligning with budget and business compliance. Collaborated with District and Area sales managers to process sales activities in their respective areas. Partnered with the finance team to facilitate payments to customers and vendors, while thoroughly organizing travel arrangements for the sales team and customers during national or international events.Secretary to Director of Sales and Marketing
Hotel Mulia Senayan · 2002 — 2011Provided secretarial and administrative support to the sales and marketing team. Generated and ensured the accuracy and timely execution of corporate contracts for customers. Prepared quarterly sales target and incentive reports, facilitating performance evaluations and compensation planning. Responded promptly to customer inquiries during sales absenteeism and assisted the Director in developing annual and monthly marketing plans.Secretary to BOD and General Affairs
PT. Kalibesar Raya Utama · 2000 — 2002Assisted the Board of Directors in secretarial and administrative issues, including travel arrangements and appointments. Managed general affairs to ensure office supplies were adequately stocked. Acted as a contact point for prospective employees during recruitment and supervised receptionist, Office Boy, and drivers.
Skills & Expertise
Education
- Undergraduate Degree – Business ManagementBina Nusantara University · — — 2024
- DiplomaTarakanita Secretarial Academy · — — 2000