ADMIN EXECUTIVE

We are looking for a Admin Executive to support our Sales team in managing customer and distributor orders, coordinating deliveries, maintaining sales documentation, and preparing sales reports.

The successful candidate will be organized, detail-oriented, and able to communicate effectively with customers, distributors, Warehouse, Logistics, Finance, and other internal departments.

1. Sales Order Management

• Receive, verify, and process customer and distributor Purchase Orders (POs).
• Check PO quantities, pricing, promotions, delivery dates, and delivery locations.
• Accurately enter and update sales orders in the relevant tracking reports/system.
• Follow up on pending, amended, and cancelled POs.
• Monitor outstanding orders and backorders.

2. Delivery & Shipment Coordination

• Coordinate with Warehouse and Logistics teams to ensure timely delivery of customer orders.
• Monitor shipment status against confirmed orders.
• Follow up on delayed, incomplete, or outstanding deliveries.
• Coordinate urgent deliveries and special delivery arrangements when required.
• Maintain accurate records of deliveries, returns, and replacements.

3. Customer & Distributor Coordination

• Act as the administrative point of contact for customers and distributors.
• Respond to enquiries related to orders, delivery status, product availability, pricing, and documentation.
• Maintain accurate and up-to-date customer and distributor information.
• Escalate customer complaints and operational issues to the relevant departments for resolution.

4. Documentation & Filing

• Maintain and organize sales-related documents, including:
• Purchase Orders
• Sales Orders
• Delivery Orders
• Invoices
• Credit Notes
• Distributor Claims
• TE Documents
• Customer Agreements
• Ensure documents are properly filed, traceable, and easily accessible.
• Follow company SOPs and Finance documentation requirements.

5. Sales Reporting

• Prepare daily, weekly, and monthly sales reports.
• Monitor PO vs. Shipment vs. Sales Target performance.
• Track distributor sales performance and outstanding orders.
• Prepare sales summaries and reports for management.
• Ensure all sales data is accurate and updated on time.

6. General Duties

• Provide administrative support to the Sales Manager and Sales team.
• Assist with sales meetings, roadshows, exhibitions, and promotional activities when required.
• Follow up on outstanding tasks and action items.
• Maintain confidentiality of customer, pricing, and company information.
• Perform other duties and responsibilities as assigned by the superior.

Requirements

• Minimum [1–2] years of experience in Sales Administration, Sales Coordination, Customer Service, Order Processing, or a related role.
• Experience in FMCG, food manufacturing, distribution, or retail is an advantage.
• Good communication and interpersonal skills.
• Strong organizational and follow-up skills with good attention to detail.
• Proficient in Microsoft Office, particularly Excel and Word.
• Able to manage multiple tasks and meet deadlines.
• Comfortable communicating with customers, distributors, and internal departments.
• Able to work independently as well as part of a team.
• Experience in handling Purchase Orders, sales documentation, and sales reports will be an advantage.

Pay: RM2,000.00 - RM2,400.00 per month

Work Location: In person