Sales Officer

Background:

The Officer, & Sales Admin plays an important role in supporting the company’s sales operations and administrative activities. This position ensures all sales processes run smoothly, from order handling and documentation to stock management and customer service. The role also helps maintain accurate records, supports the sales team’s daily operations, and ensures effective coordination between customers, dealers, and internal departments.

Job Responsibilities:

• Provide administrative and clerical support to the sales team.
• Process and verify all daily customer requests and orders, and follow up on delivery status.
• Prepare quotations, delivery orders, and tax invoices.
• Onboard new customers and dealers into the CRM/ERP system.
• Submit technical specifications and compliance documents as requested by customers.
• Handle enquiries and feedback from incoming calls, walk-in customers, and digital platforms.
• Follow up on quotations sent to convert enquiries into orders.
• Remind inactive customers/dealers to reorder, and flag slow-moving stock to them.
• Suggest related products when processing orders (cross-sell/upsell).
• Post WhatsApp Status updates and coordinate with Marketing on content and posting schedules.
• Record, organize, and compile customer feedback or complaints for management review.
• Monitor daily sales administration and operations.
• Manage stock planning for sales and service activities to prevent stock-outs.
• Oversee all stock inventory, including the receiving and recording of incoming goods.
• Conduct monthly stock counts and inventory reconciliations.
• Coordinate with production to align incoming sales orders with stock timelines.
• Assist Accounts with collections follow-up — send statements, remind customers on due dates, forward payment proof, and handle cash banking when necessary.
• Reconcile payment records against sales/delivery data.
• Update and review dealer performance and progress against sales targets, and flag underperforming dealers to the Supervisor.
• Prepare monthly reports (sales, inventory, marketing leads) for submission to the Supervisor.
• Maintain an organized filing system for CRF, delivery orders, tax invoices, and e-invoices.
• Ensure accuracy and confidentiality of customer and company information.
• Update and maintain sales data, customer records, and order tracking in the company's digital system (CRM, Google Sheets, or other software).
• Coordinate with logistics, operations, and finance teams to ensure smooth order fulfillment and proper documentation.
• Adapt to new tools or organizational systems for documentation and order management.
• Flag inefficiencies and suggest improvements to sales operations, tracking, and reporting.
• Perform other related duties as assigned by the Supervisor.