Business Support / Admin Executive (Dedicated Sales Support Function)

Key Responsibilities

Quotation Management

· Prepare and manage customer quotations promptly and accurately.

· Ensure all quotations are approved by the relevant stakeholders before submission to customers.

· Maintain a log of all quotations and follow up on approvals and rejections.

Order Processing

· Accurately process customer orders in the system upon receipt of PO.

· Verify order details with customers or salesperson to ensure all information is correct and complete.

· Raise Purchase requisition and follow up on the approval by the relevant stakeholders

· Coordinate with the warehouse and logistics teams to ensure orders are fulfilled in a timely manner.

Stock Arrival Updates and Delivery Arrangement

· Monitor and update the sales team on stock levels and expected arrival dates of new stock.

· Coordinate with the procurement team to ensure timely stock replenishment.

· Manage stock allocations for orders to prevent stock-outs.

· Arrange and coordinate delivery schedules with logistics team and partners to ensure orders are fulfilled in a timely manner.

· Ensure all necessary documentation is prepared and provided to the delivery team.

· Track deliveries to ensure they are completed as scheduled and handle any delivery issues or delays.

Billing and Invoicing

· Monitor and ensure the billing on non-physical goods service (eg. Licenses, Service and etc) being processed in timely manner

· Prepare and submit invoices to customers promptly.

· Ensure all invoicing details are accurate and align with customer orders and quotations.

· Maintain records of all invoices and track payment statuses.

Collection Updates

· Follow up on outstanding invoices and provide regular updates on collection statuses.

· Work with the finance team to reconcile payment records.

· Address any discrepancies or issues related to invoice payments with customers.

Other support

· Perform any other ad-hoc duties assigned by the management.

· Handle incoming hotline calls and ensure timely response to customer enquiries.

· Achieve KPI for answered calls and maintain the required pickup rate performance.

Qualifications

Proven experience in sales administration or a similar role.

Strong organizational and time management skills.

Excellent communication and interpersonal skills.

Proficiency in using sales software and Microsoft Office Suite.

Attention to detail and accuracy in handling data and documentation.

Ability to work independently and as part of a team.