Sales Admin

JOB SUMMARY

The Sales Admin is responsible for providing administrative and operational support to the Sales Team. The role involves handling sales documentation, quotations, orders, customer enquiries, data entry, coordination with internal departments, and maintaining accurate sales records to ensure smooth daily sales operations.

KEY RESPONSIBILITIES

1. Sales Administration

• Provide daily administrative support to the Sales Team.
• Prepare quotations, sales orders, invoices, delivery orders, and other sales-related documents.
• Ensure all sales documents are accurate and properly recorded.
• Maintain and update customer and sales databases.
• Perform data entry and ensure all sales information is updated in the system.

2. Customer & Sales Support

• Handle customer enquiries through WhatsApp, phone calls, email, and other communication channels.
• Assist the Sales Team in following up with customers regarding quotations, orders, payments, and delivery arrangements.
• Provide accurate information regarding products, menus, pricing, promotions, and services.
• Maintain good relationships with customers and ensure enquiries are attended to promptly.

3. Order Processing & Coordination

• Receive and process customer orders accurately.
• Coordinate with Kitchen, Operations, Purchasing, Logistics, and Accounts departments regarding customer orders.
• Monitor order status and ensure customer requirements are communicated clearly to the relevant departments.
• Follow up on pending orders, deliveries, and any changes requested by customers.

4. Quotation & Sales Documentation

• Prepare and issue quotations according to customer requirements and approved pricing.
• Follow up with customers on quotations and update the Sales Team on the status.
• Ensure proper filing and documentation of quotations, orders, invoices, and related correspondence.
• Assist in preparing sales reports and other documents required by management.

5. Accounts & Payment Coordination

• Coordinate with the Accounts Department regarding customer invoices and outstanding payments.
• Follow up with customers on payment status when required.
• Assist in checking sales documents against invoices and payment records.
• Report any discrepancies or issues to the Sales Manager or Accounts Department.

6. Sales Reporting

• Prepare daily, weekly, and monthly sales reports as required.
• Maintain accurate records of sales, customer orders, quotations, and pending enquiries.
• Assist the Sales Manager in compiling sales data and performance reports.
• Monitor and update sales targets and order status where required.

7. Customer Service & Complaint Handling

• Record customer feedback, complaints, and special requests.
• Coordinate with the relevant departments to resolve customer issues promptly.
• Follow up to ensure customer concerns are properly addressed.
• Maintain a professional and positive relationship with customers.

REQUIREMENTS

• Diploma / Bachelor's Degree in Business Administration, Sales, Marketing, or related field.
• Minimum 1–2 years of experience in Sales Admin, Sales Coordinator, Customer Service, or related position.
• Experience in the F&B, catering, hospitality, or event industry is an advantage.
• Proficient in Microsoft Office, especially Excel and Word.
• Good communication skills in English and Bahasa Malaysia.
• Good organisational and administrative skills.
• Able to handle multiple tasks and work under pressure.
• Detail-oriented with good data entry and documentation skills.

PERSONAL ATTRIBUTES

• Proactive and responsible.
• Organised and detail-oriented.
• Good communication and interpersonal skills.
• Customer-oriented and service-minded.
• Able to work independently and as part of a team.
• Positive attitude and willingness to learn.
• Good follow-up and time management skills.
• Honest, reliable, and professional.

KEY PERFORMANCE INDICATORS (KPI)

• Accuracy of sales documentation and data entry.
• Timely processing of customer orders and quotations.
• Response time to customer enquiries.
• Accuracy of sales reports and records.
• Effective coordination with internal departments.
• Customer satisfaction and complaint resolution.
• Proper filing and maintenance of sales documentation.

Pay: RM2,700.00 - RM3,300.00 per month

Benefits:

• Flexible schedule
• Free parking
• Meal allowance

Work Location: In person