Export Sales Assistant

Job Overview

We are seeking a detail-oriented, organized, and reliable Export Sales Assistant to join our team. In this role, you will provide vital administrative and data processing support to the Export Sales Department. You will be responsible for sales data entry, preparing accurate reporting, tracking trade statistics, and acting as a bridge between the sales team and production units to ensure export orders are processed and delivered smoothly.

Key Responsibilities

1. Sales Administration & Contract Processing

• Accurately input sales contracts, proforma invoices, and customer orders into the internal ERP/Database system.
• Review contract terms and trade documentation details to ensure consistency across pricing, payment terms, and delivery schedules.
• Maintain clean, organized digital records of all client correspondence, contracts, and export files.

2. Reporting & Trade Analytics

• Consolidate monthly/quarterly sales data and compile detailed Sales Reports for senior management.
• Gather, extract, and maintain export/import statistics to help track market movements, regional shipping volumes, and sales trends.
• Assist in monitoring regional sales performance targets and order status tracking.

3. Order Tracking & Production Follow-Up

• Liaise regularly with plant operations, production scheduling, and warehouse management to monitor order fulfillment status.
• Track production progress to ensure goods are manufactured on schedule according to client requirements.
• Flag potential delay risks to Export Sales Executives promptly to facilitate proactive client management.

4. Customer & Operations Liaison Support

• Coordinate with internal logistics/shipping personnel to ensure required shipping documents (CoO, BL, Packing Lists) align with contract terms.
• Assist in handling general administrative inquiries from existing global clients or overseas sales representatives.
• Undertake ad-hoc administrative duties as assigned by the Export Sales Manager.

Requirements & Qualifications

• Education: Diploma or Bachelor’s Degree in Business Administration, Logistics, Commerce, or a related field. Fresh graduates with strong analytical skills are encouraged to apply.

• Experience: 1–2 years of administrative or data-entry experience in a manufacturing, trading, or export-import environment is preferred.

• Technical Skills:

  • Proficient in Microsoft Excel (ability to work with formulas, vlookups, and pivot tables for report generation is a strong advantage).
  • Familiarity with ERP systems or database management tools.

• Key Attributes:

  • High accuracy and attention to detail when working with large volumes of numerical data.
  • Strong organizational and multi-tasking abilities.
  • Good written and verbal communication skills in English (proficiency in Mandarin, Bahasa Melayu, or other regional languages is a plus for international trade communication).