Sales Admin Assistant/ Officer

About the role

You will handle end-to-end sales administration and customer service — from preparing quotations to project handover. This includes timely documentation, proactive customer updates, and liaising between clients and the operations team to ensure smooth project delivery. You will also maintain accurate records and ensure all project documents are properly managed.

Key responsibilities

• Prepare customer quotations based on approved pricing, project scope and management instructions
• Maintain proper records of issued quotations and follow up with customers or internal teams on quotation status
• Respond to customer requests regarding quotations, project scheduling, documentation, and general enquiries and coordinate with the relevant internal departments
• Liaise with the operations and project teams to confirm work commencement, work completion status, supporting documents and billing milestones
• Submit invoices through the required customer channels, including email, vendor portals or other approved platforms
• Prepare project-related correspondence, notices, and submission documents
• Follow up with customers on overdue payments and escalate long outstanding matters to management where required
• Prepare regular updates on quotations issued, project progress, outstanding receivables and collection status for management review

About you

• Minimum Diploma in Accounting, Finance, Business Administration or related discipline
• Familiarity with an engineering, technical services or project based working environment
• Able to understand basic project scopes, service deliverables, work orders, purchase orders and billing milestones
• Able to coordinate effectively with engineers, project managers, site teams, operations staff and finance personnel
• Familiar with preparing and tracking quotations, sales orders, invoices and accounts receivable records for project-based work
• Good document control and filing discipline for project records, customer approvals, purchase orders, service reports and invoice supporting documents
• Proficient in Microsoft Excel for tracking quotations, billing status, ageing reports and collection follow ups
• Able to communicate and interpersonal skills with a strong customer service mindset