Sales & Admin Executive

Role Overview

To provide sales coordination and administration support to ensure smooth handling of customer enquiries, quotations, tenders, purchase orders, documentation and internal coordination. The role also supports the Sales Team in maintaining good customer relationships and ensuring timely follow-up of business opportunities.

Responsibilities

• Assist the sales team in handling customer enquiries, RFQs, quotations, tender and commercial documentation.
• Prepare and issue quotations, proposals and supporting documents according to customer requirements.
• Follow up with customers on quotations, outstanding enquiries, purchase orders and required clarifications.
• Coordinate with principals, suppliers and internal departments to obtain pricing, technical information, delivery schedules and supporting documents.
• Maintain proper records of sales enquiries, quotations, purchase orders and project status.
• Update sales tracking reports and monitor ongoing business opportunities.
• Assist in preparing tender submissions and ensure required commercial and administrative documents are complete.
• Coordinate customer meetings, appointments, presentations and follow up actions where required.
• Support the sales team in maintaining professional communication and good relationships with customers.
• Process customer purchase orders and coordinate internally for order execution.
• Monitor order status, delivery schedules, documentation and customer requirements.
• Liaise with Operations, Finance, Logistics and other departments to ensure smooth order fulfilment.
• Assist with preparation of delivery documents, invoice, purchase documentation and other supporting paperwork.
• Maintain proper filing and documentation for projects, customers, suppliers and sales activities.
• Handle general correspondence, document preparation, filing, data entry and record keeping.
• Maintain organised electronic and physical documentation.
• Arrange meetings, appointments, travel, accommodation and other administrative requirements when necessary.
• Assist in preparing reports, presentation materials, meeting minutes and internal documentation.
• Perform other administrative and coordination duties assigned by management.

Requirements

• Degree in Business Administration, Marketing, Management or related discipline.
• Minimum 3 – 5 years of experience in related field.
• Proficient in Microsoft Excel, Word, Powerpoint, Outlook and general office application.
• Able to manage multiple quotations, RFQs, Orders and deadlines simultaneously
• Tender administration

Benefits:

• Additional leave
• Dental insurance
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Application Question(s):

• What is your current & expected salary
• Your notice period
• Do you have experience handling RFQs, quotations, and invoicing?
• How many years of relevant sales administration experience do you have?
• Are you familiar with SAP or equivalent ERP systems?
• Do you have experience following up with customers to close sales?
• Do you have experience maintaining documentation for audit purposes?

Work Location: In person