Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for providing administrative support to the sales team, ensuring smooth operations and efficient coordination of sales-related activities. The role involves handling documentation, customer inquiries, sales reports, and coordinating with internal departments to facilitate sales processes.

Key Responsibilities:

1. Sales Support & Coordination:

• Assist the sales team with quotation preparation, order processing, and invoicing.
• Maintain and update customer databases, sales records, and pricing lists.
• Follow up on sales leads, quotations, and customer inquiries.
• Coordinate with suppliers and logistics for timely order fulfillment.

2. Administrative Duties:

• Prepare and manage sales-related documents, including contracts, proposals, and purchase orders.
• Organize and schedule meetings, appointments, and sales team activities.
• Handle correspondence, emails, and phone calls related to sales inquiries.
• Maintain an organized filing system for sales documents and reports.

3. Reporting & Data Management:

• Generate sales reports, performance metrics, and inventory status updates.
• Assist in compiling monthly sales reports for management review.
• Track and monitor stock levels, assisting in purchase order preparation when needed.

4. Customer & Supplier Engagement:

• Assist in responding to customer inquiries and resolving basic issues.
• Maintain positive relationships with clients and suppliers to support sales operations.
• Coordinate order deliveries and ensure timely updates to customers.

5. Other Duties:

• Support the sales team in administrative tasks during sales campaigns, exhibitions, and marketing events.
• Assist in the preparation of sales presentations and marketing materials.
• Perform any other administrative duties as assigned by management.

Qualifications & Requirements:

• Education: Diploma or Bachelor's Degree in Business Administration, Marketing, or a related field.

• Experience: Minimum 1-2 years of experience in administrative or sales support roles. Experience in the medical supplies industry is an advantage.

• Skills:

  • Strong organizational and time-management skills.
  • Proficiency in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace.
  • Good communication skills in English and Bahasa Malaysia (both written & spoken).
  • Ability to multitask and work under minimal supervision.
  • Knowledge of sales processes and e-Perolehan is a plus [preferred].

Benefits:

• Competitive salary and performance incentives.
• Career growth opportunities within the company.
• Training and development programs.
• Medical and annual leave benefits.