Sales Support & Procurement Executive

Important: Please apply with a brief statement explaining your relevant experience in sales support, purchasing, logistics, and market research. Please highlight the responsibilities you have handled independently, including any experience with supplier sourcing, quotation comparison, price negotiation, purchase orders, imports, or freight coordination.

About Us

United Disinfectant Manufacturers Sdn. Bhd. is part of an internationally operating group of companies headquartered in Switzerland that develops, manufactures, and distributes disinfectants and cleaning products for the dental and medical industries. With operations across Europe and Asia, we serve customers and business partners in more than 60 countries worldwide.

Position Overview

We are looking for a detail-oriented, analytical, and well-organised Sales Support & Procurement Executive who can independently manage sales administration, procurement, supplier coordination, and logistics in an efficient, accurate, and structured manner.

You will prepare sales quotations, order confirmations, invoices, delivery documents, and shipping documentation using SAP Business One. You will also be responsible for sourcing and evaluating suppliers, obtaining and comparing quotations, negotiating prices and commercial terms, monitoring component and material costs, placing and following up on purchase orders, coordinating imports, and arranging transportation with suppliers and logistics partners.

The role requires strong attention to detail, good commercial judgement, and the ability to work independently while complying with our quality management system and applicable ISO 13485 and GDPMD requirements.

Key Responsibilities

Sales Support and Order Processing

• Prepare sales quotations, order confirmations, delivery notes, invoices, and related documentation using SAP Business One. Training will be provided.
• Prepare shipping, export, import, and customs clearance documentation.
• Coordinate customer orders from receipt through delivery.
• Liaise with customers, freight forwarders, suppliers, and internal departments to ensure timely and accurate order fulfilment.
• Respond promptly and professionally to customer enquiries regarding pricing, orders, delivery status, documentation, and related matters.
• Monitor outstanding orders and proactively follow up on delays, discrepancies, or missing information.
• Ensure all sales and shipping documents are complete, accurate, properly filed, and traceable.

Purchasing and Procurement

• Identify, research, and source new suppliers based on product specifications, quality requirements, price, lead time, availability, and commercial terms.
• Obtain supplier quotations and prepare structured quotation and cost comparisons.
• Evaluate and qualify suppliers in accordance with Company procedures and applicable QMS requirements.
• Conduct and document periodic supplier evaluations and supplier performance reviews.
• Negotiate prices, payment terms, delivery conditions, minimum order quantities, and other commercial terms with suppliers.
• Monitor prices of components, packaging materials, raw materials, and other purchased items and identify opportunities for cost improvement.
• Prepare and issue purchase orders and monitor supplier order confirmations.
• Follow up on purchase orders, production status, delivery schedules, outstanding documentation, and other purchasing matters.
• Coordinate purchasing requirements and technical specifications with internal departments.
• Coordinate imports and arrange transportation with suppliers, freight forwarders, courier companies, and logistics providers.
• Maintain accurate supplier records, purchasing documentation, quotation comparisons, purchase orders, and supporting records.
• Ensure purchasing and supplier-management activities comply with approved procurement procedures, ISO 13485 requirements, GDPMD requirements, and the Company's quality management system.

Administration, Research and Data Management

• Conduct business, supplier, product, and market research and present findings clearly to management.
• Compile and consolidate information from multiple internal and external sources.
• Perform data entry and maintain accurate, complete, and up-to-date databases, spreadsheets, records, and reports.
• Verify and cross-check data to identify discrepancies, missing information, or inconsistencies.
• Maintain proper document control, traceability, confidentiality, and version control where applicable.
• Prepare meeting minutes and assist with document filing, archiving, scanning, and maintenance of quality management records.
• Provide general administrative support where required.
• Perform other reasonable duties assigned by the CEO or COO.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, Finance, Data Analytics, Statistics, or a related discipline.

• 1 to 2 years of relevant experience in sales administration, purchasing, procurement, supply chain, logistics, data management, or a similar role is preferred.

• Fresh graduates with strong analytical, Excel, research, and organisational skills may also be considered.

• Strong analytical, organisational, research, and problem-solving skills.

• High level of accuracy and attention to detail.

• Excellent written and verbal communication skills in English.

• Good working knowledge of Microsoft Excel and other Microsoft Office applications.

• Experience with SAP Business One is a strong advantage.

• Familiarity with ISO 13485, GDPMD, QMS, document control, or regulatory requirements will be an advantage.