Admin Assistant

About the role

This role involves managing the complete sales and purchasing cycle, from quotation preparation through to delivery documentation. You will support the Sales Team with customer enquiries, process sales orders and purchase orders, coordinate with logistics for deliveries, and maintain accurate administrative records across all transactions.

Key responsibilities

• Prepare and issue sales quotations based on customer enquiries and instructions from the Sales Team
• Ensure accurate product descriptions, quantities, pricing, and delivery terms
• Prepare and process Sales Orders upon receiving customer Purchase Orders
• Verify order details, pricing, quantities, and delivery requirements
• Prepare Delivery Orders, delivery notes, and related shipping documentation
• Coordinate with the logistics team to arrange deliveries
• Prepare and issue Purchase Orders to suppliers
• Follow up with suppliers regarding pricing, order confirmations, stock availability, and delivery schedules
• Assist the Sales Team with customer enquiries and order status updates
• Maintain systematic filing of quotations, sales orders, purchase orders, and delivery documents

About you

• Minimum SPM, Diploma, or equivalent qualification
• Previous experience in sales administration, purchasing, or office administration is an advantage
• Proficient in Microsoft Excel, Word, Outlook, and general computer applications
• Good written and verbal communication skills in English and Bahasa Malaysia
• Strong attention to detail, organizational skills, and time management
• Ability to multitask and work independently in a fast-paced environment
• Responsible, proactive, and willing to learn
• Experience in marine supply, ship chandling, trading, or logistics is an added advantage
• Familiarity with quotations, Purchase Orders, Sales Orders, and Delivery Orders
• Ability to coordinate efficiently with multiple departments, customers, and suppliers