Sales Administration

4 days ago

Puncak Alam, Malaysia Ecos Link Solutions Sdn Bhd Full time

**Job Summary**:
The role focuses on assisting the salespersons in managing quotations, purchase orders, deliveries, and after-sales documentation — allowing sales personnel to focus on business development and client relationship management. This role ensures accurate and timely processing of quotations, purchase orders, and deliveries, while maintaining visibility on sales and logistics performance through structured dashboards and reports.

**Key Responsibilities**

**1. Sales Support & Coordination**
- Assist the sales team in preparing quotations, proposals, tender submissions, and sales documents using Excel templates.
- Follow up with clients for Purchase Orders, Delivery Orders, and required documentation after sales confirmation.
- Coordinate with internal departments (Projects, Service, Accounts) for order fulfillment, invoicing, and collection updates.
- Maintain and update client, quotation, and order records in SQL / Monday systems.
- Ensure all documents comply with company standards and client requirements.

**2. Logistics & Delivery Coordination**
- Coordinate with internal logistics and external forwarders for shipment arrangements (DAP, EXW, CIF, etc.).
- Liaise with client’s logistics or site contact for delivery scheduling, shipping documents, and clearance assistance.
- Track movement of trading items and update the sales team and clients on delivery status.
- Reconcile and report delivery, tax, or handling fee issues clearly to sales for escalation when necessary.

**3. RFQ Preparation & Reporting**
- Prepare and summarize **daily RFQs** in structured Excel formats for the sales team’s reference.
- Ensure all RFQ data are complete, accurate, and aligned with client requirements before submission.
- Maintain an organized log of incoming and submitted RFQs for traceability.

**4. Excel-Based Reporting & Dashboarding**
- Build and maintain Excel dashboards to track KPIs such as sales performance, quotation turnaround, client engagement, and logistics movement.
- Use EXCEL formulas Pivot Tables, Charts, and Data Validation for analysis and reporting.
- Suggest and implement improvements to streamline reporting formats and visualization.
- Support management reporting and data presentation for review meetings.

**5. Quotation & Financial Coordination**
- Prepare client quotations in Excel using standardized pricing templates with built-in formulas (markup, tax, discount).
- Cross-check cost calculations and ensure pricing accuracy before approval.
- Support account team in verifying invoice details, matching PO and DO, and monitoring collection progress.

**6. Marketing & Event Support**
- Assist in preparing for marketing activities, exhibitions, and client events.
- Use Excel to track event budgets, vendor details, and deliverables.
- Support the sales team with follow-up documentation and post-event reporting.

**7. Communication & Escalation**
- Act as a communication bridge between internal departments and clients’ operational teams.
- Escalate any commercial, tax, or payment-related issues to the respective salesperson or Sales Manager.

Pay: RM1,453.33 - RM3,000.00 per month

Work Location: In person

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