Admin Executive

1. Sales & Order Coordination

• Prepare and issue quotations, Sales Orders (SO), picking lists, Delivery Orders (DO), and invoices in a timely and accurate manner.
• Verify RFQ (Request for Quotation) requirements with the sales and engineering teams to ensure pricing and details are correct.
• Coordinate with the sales team on customer inquiries, project requirements, and delivery schedules.
• Follow up with the sales team on order confirmations, documentation requirements, and delivery status.
• Handle walk-in customers and provide professional assistance when required.
• Collaborate closely with internal departments to ensure efficient handling of all orders, inquiries, and deliveries.
• Manage and monitor the entire sales cycle to ensure smooth workflow and timely follow-up on all orders.

2.Logistics & Warehouse Support

• Generate and issue picking lists for the warehouse team to prepare and pack goods.
• Coordinate with the warehouse on stock availability, stock adjustments, packing progress, and delivery arrangements.
• Handle stock adjustments, product returns, exchanges, and rejected goods in coordination with the relevant teams.

3.Documentation & Filing

• Verify and ensure all returned documents contain the necessary information, stamps, and signatures before filing.
• Maintain proper filing and record-keeping for DOs, invoices, customer POs, and other related documents.
• Keep accurate and up-to-date records of project logs / RFQs for tracking and reporting purposes.

4.Administrative Support

• Monitor and ensure completeness of all order-related documentation.
• Track project status, delivery timelines, and follow up on outstanding orders.
• Support general office administrative functions related to sales operations.
• Perform ad-hoc tasks as assigned by superiors or management.

Requirements:

• Minimum 2–3 years of relevant working experience in sales coordination, admin support, or order management.

• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable working with ERP or CRM systems.

• Strong verbal and written communication skills in English and Malay; proficiency in Chinese is a plus.

• Strong organizational skills, with great attention to detail and accuracy.

• Able to work independently and support junior team members when needed.

• Experience in the solar or trading industry will be an added advantage.