Sales Administrator

1)       Job Summary

Supports the end-to-end sales process, from lead generation and qualification to documentation, billing, and post-sales coordination. This role ensures smooth communication between internal teams and clients while maintaining accurate sales records and timely administrative follow-through. The position requires strong analytical and organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

In addition, required to attend and perform ad-hoc assignments as instructed by the superior or management when necessary.

2)       Key Responsibilities

Lead Data Management & Reporting

• Support in maintaining the lead database (CRM), ensuring leads are properly recorded and updated.
• Assist in compiling lead lists from marketing, prepare lead profiles or summary sheets for SE review.

Maintaining Sales Documentation

• Prepare quotations that align with clear profit and loss analysis
• Support Sales Executive in finalizing quotations that align with client expectations and commercial goals.
• Accurately process client POs, verifying alignment with approved quotations and terms.
• Prepare work orders and communicate any customer requirements, instructions or requests from client to operation team.
• Assist in compiling sales reports or activity summary for internal tracking

Invoice Billing & Record Keeping

• Ensure all completed deliveries and services are accurately billed in a timely manner.
• Coordinate with operation team to issue invoices promptly upon job or delivery completion.
• Monitor invoice status and follow up to resolve any discrepancies or missing documentation.
• Ensure compliance with e-invoicing requirements, including proper documentation format, and timely submission through required electronic systems or portals.
• Maintain organized records of all issued invoices for audit and reference purposes

Invoice Payment Follow-Up

• Follow up with clients on outstanding payments and ensure timely settlement of invoices
• Maintain regular communication with customers to address payment-related inquiries or issues.
• Support the collection process by providing relevant documentation or invoice copies when needed.
• Escalate payment delays to the Sales Executive or management as appropriate.

3)     Authorities

• Issue quotations and sales documentation within approved pricing guidelines.
• Coordinate with internal teams to ensure alignment of sales, operations, and billing.
• Follow up payments and escalate overdue accounts in accordance with company procedures.

4)     Qualifications & Requirements

Education: Minimum Diploma or Degree in Business Administrative, Marketing or related field.

Experience:1–2 years of experience as a sales administrator or similar role and familiarity with CRM/ERP systems is an advantage.

Languages: Proficient in English and Bahasa Malaysia (both written and spoken).

Technical Knowledge: Proficient in Microsoft Office (Excel, Word, PowerPoint)

5)  Preferred Skills & Competencies

• Excellent organizational and multitasking abilities.
• ·Strong communication and interpersonal skills.
• Analytical thinking with ability to interpret financial and sales data.
• High level of accuracy and attention to detail.
• Ability to work under pressure and meet tight deadlines.
• Proactive, solution-oriented, and able to collaborate effectively with others.