Sales Executive

A Sales Executive is responsible for building client relationships, pitching products/services, negotiating deals, handle lead generation, presentations, CRM updates, and closing sales to drive revenue growth.

Key Responsibilities

Customer communication

Answer customer inquiries by email, WhatsApp and phone on stock, grades, lead times and shipment status.

Send product documents, such as the Technical Data Sheet (TDS) and the Certificate of Analysis (COA) from Quality Assurance (QA).

Arrange samples for customer trials and follow up on the results.

Log complaints and pass quality issues to QA and the CEO the same day.

Quotations and sales contracts

Prepare quotations, proforma invoices (PI) and sales contracts at the prices and terms the CEO approves.

Check every purchase order (PO) for grade, quantity, packing, Incoterms (International Commercial Terms), payment terms and delivery date.

Confirm orders with customers and keep the order tracker up to date.

Export shipping documents

Prepare the commercial invoice, packing list and shipping instructions for every shipment.

Arrange the Certificate of Origin, such as ATIGA Form D (ASEAN Trade in Goods Agreement), so customers can claim lower import duty.

Check the draft Bill of Lading (B/L) against the contract, invoice and packing list before it is issued.

Make sure product descriptions, HS (Harmonized System) codes, weights and container numbers match on every document.

Keep a checklist of each destination country's requirements and flag changes to the

CEO.

Send shipping documents to customers on time and keep a complete digital file for

every shipment.

Forwarder and loading coordination

Get freight quotations from forwarders for the CEO to compare, then book shipments

once approved.

Agree loading dates with the production and warehouse team, and match them to

container and vessel schedules.

Collect loading photos, container numbers and seal numbers, and send them to the

customer.

Track each shipment and keep customers updated on the estimated time of departure

(ETD) and arrival (ETA).

Payment follow-up

Send invoices and remind customers of deposits and balances due under the agreed

terms.

Confirm payments received with the Financial Controller (FC) before documents or

goods are released.

Keep a payment status list and raise overdue accounts with the CEO and FC.

Records and reporting

Keep the customer list, inquiry log and order tracker current in the company's Google

Workspace and Dropbox.

Send the CEO a weekly update on inquiries, orders, shipments and payments due.

Pass on market feedback from customers, such as competitor offers and price trends.

Join customer calls, visits and trade shows with the CEO when needed.