SALES ADMIN EXECUTIVE

Job Purpose

To provide comprehensive administrative and coordination support for the sales process, ensuring customer orders are processed accurately and delivered on time while maintaining proper sales documentation and records.

Key Responsibilities

1. Customer & Sales Coordination

• Handle customer enquiries via phone, WhatsApp, email and other communication channels.
• Receive and process customer orders and purchase orders (PO).
• Clarify product specifications, quantities, pricing, delivery requirements and other order details with customers.
• Prepare and issue quotations to customers based on approved pricing.
• Follow up on quotations and pending customer orders.
• Maintain good communication and working relationships with customers.

2. Order Processing

• Verify customer PO against approved quotation, pricing, product specifications and quantities.
• Prepare Sales Order (SO) and ensure all order details are accurately recorded.
• Coordinate with the relevant departments to confirm product availability and delivery schedule.
• Monitor order status from order confirmation until completion.
• Update customers on order progress, delivery dates or any changes to the agreed schedule.

3. Coordination with Production & Warehouse

• Liaise with Production, Warehouse and Logistics teams to coordinate customer orders.
• Check product availability and production status.
• Coordinate packing, loading and delivery arrangements.
• Ensure the correct product, quantity and packaging are prepared according to customer requirements.
• Escalate any delays, shortages, discrepancies or urgent orders to the relevant person/department.

4. Delivery & Logistics Coordination

• Coordinate delivery arrangements with customers and transporters.
• Prepare delivery-related documents such as Delivery Order (DO) and other required documents.
• Monitor delivery status and follow up on pending or delayed deliveries.
• Ensure customers receive the required documents together with the delivery where applicable.
• Handle delivery discrepancies, shortages or customer complaints and coordinate with the relevant departments for resolution.

5. Invoicing & Payment Follow-Up

• Coordinate with the Accounts Department for customer invoicing.
• Ensure invoices are issued accurately based on completed orders/deliveries.
• Monitor outstanding invoices and assist with payment follow-up where required.
• Provide supporting documents to Accounts for billing and collection purposes.
• Assist in resolving billing or documentation discrepancies with customers.

6. Sales Documentation & Records

• Maintain proper filing of customer PO, quotation, SO, DO, invoices and related sales documents.
• Keep customer information, pricing and order records updated.
• Prepare daily, weekly or monthly sales reports as required by management.
• Maintain accurate records in the company's accounting/ERP system.
• Ensure all sales documents are complete and properly organised for audit and reference purposes.

7. Customer Service & Complaint Handling

• Attend to customer enquiries and complaints professionally.
• Coordinate with Production, Warehouse, Logistics and Accounts to investigate and resolve customer issues.
• Follow up until the issue is resolved and update the customer accordingly.
• Escalate major or recurring issues to the Sales Manager/Management.

8. Other Responsibilities

• Support the Sales team in daily administrative activities.
• Assist in preparing sales summaries, customer reports and management reports.
• Assist with product documentation and customer requirements when necessary.
• Perform other duties assigned by the Management from time to time.

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Requirements

• Diploma/Degree in Business Administration, Sales, Marketing, Management, Logistics or related field.
• Minimum 1–2 years of experience in Sales Administration, Sales Coordinator, Customer Service, Order Processing or related position.
• Experience in manufacturing, FMCG, food industry or trading environment will be an advantage.
• Good knowledge of Microsoft Office, especially Microsoft Excel.
• Experience using accounting/ERP systems is an advantage.
• Good communication and interpersonal skills.
• Good organisational and time-management skills.
• Detail-oriented and able to handle multiple orders and tasks simultaneously.
• Able to coordinate effectively with customers and internal departments.
• Able to work independently with minimum supervision.
• Responsible, proactive and able to meet deadlines.