Sales Support Executive

About the role

We are looking for a proactive, organised, and detail-oriented Sales Administrator to support our Sales and Project Management teams in managing sales orders, coordinating with our factory, and ensuring smooth order processing and delivery. This role serves as a key coordination point between the Sales Team, Factory, and Project Management Team, ensuring orders are accurately processed, production schedules are closely monitored, and documentation is properly maintained. The ideal candidate is meticulous, responsive, and comfortable working in a fast-paced, project-based business environment.

Key Responsibilities

1. Sales Order Processing & Factory Coordination

·       Process, verify, and submit confirmed sales orders to the factory accurately and promptly.

·       Cross-check order details, including product specifications, dimensions, quantities, finishes, pricing, and delivery requirements.

·       Liaise with sales personnel to clarify discrepancies or missing information before order submission.

·       Coordinate with the factory to confirm order acceptance, production lead times, and estimated completion dates.

·       Monitor order status and follow up on pending confirmations, production schedules, and changes.

·       Maintain accurate and updated sales order records and tracking systems.

2. Sales Administration & Support

·       Provide day-to-day administrative and operational support to the Sales Team.

·       Assist sales personnel in checking product availability, specifications, pricing, and lead times with the factory.

·       Coordinate with factory representatives to obtain timely responses to sales-related enquiries.

·       Assist in preparing quotations, order confirmations, and other sales documentation where required.

·       Ensure all approved orders and supporting documents are properly organised and recorded.

·       Support sales personnel in resolving order-related enquiries and discrepancies.

3. Invoicing & Sales Documentation

·       Prepare sales invoices, pro forma invoices, and other relevant commercial documentation.

·       Coordinate with Finance and Sales to ensure invoicing accuracy and timely issuance.

·       Maintain proper records of purchase orders, sales orders, invoices, and related correspondence.

·       Track order documentation and ensure completeness for internal processing.

·       Support payment milestone tracking and documentation where required.

4. Production Scheduling & Project Coordination

·       Work closely with the Sales Team and Project Manager to align factory production schedules with project delivery and installation requirements.

·       Monitor factory production progress and highlight potential delays or schedule conflicts.

·       Coordinate and communicate revised production or shipment timelines to relevant internal stakeholders.

·       Assist with order prioritisation and follow-up for urgent or time-sensitive projects.

·       Maintain an updated order and production tracking schedule to provide clear visibility of upcoming deliveries.

5. Internal Communication & Process Improvement

·       Act as a key communication link between Sales, Factory, Project Management, and Finance.

·       Ensure timely information sharing and follow-up on outstanding issues.

·       Identify opportunities to improve order processing efficiency, accuracy, and documentation.

·       Support the implementation of standardised workflows, templates, and tracking systems.

·       Assist with other sales support and administrative duties as assigned.

Job Requirements

·       Diploma or equivalent qualification in Business Administration, Supply Chain, Logistics, or a related field.

·       Preferably 2–3 years of experience in sales administration, sales coordination, order processing, or a similar role.

·       Experience in commercial furniture, manufacturing, trading, or project-based industries is an advantage.

·       Strong attention to detail and ability to manage multiple orders and deadlines.

·       Good communication and coordination skills.

·       Proficient in Microsoft Excel, Word, and other standard office applications.

·       Able to communicate effectively in English and Mandarin, particularly for coordination with our factory team in China.

·       Organised, responsible, proactive, and comfortable following up with multiple stakeholders.

·       Ability to work independently and collaboratively in a team.

Key Performance Expectations

·       Accurate and timely processing of sales and factory orders.

·       Prompt follow-up and confirmation of factory production schedules.

·       Minimal order errors, discrepancies, and missing documentation.

·       Timely preparation of sales invoices and related documentation.

·       Effective communication and coordination across Sales, Factory, and Project Management.

·       Consistent maintenance of accurate order tracking and records.

What We Offer

·       Opportunity to be part of a growing international commercial furniture company.

·       Exposure to B2B projects, manufacturing operations, and project coordination.

·       Collaborative working environment with Sales, Project Management, and overseas factory teams.

·       Opportunities to contribute to process improvement, standardisation, and operational efficiency.