Sales Admin Assistant

1 day ago

Subang Jaya, Selangor, Malaysia Wyann International Malaysia Sdn Bhd Full time 36,000 - 48,000 per year

Key Responsibilities

Order & Sales Documentation Management

  • Receive, process, and track sales orders from customers.
  • Prepare quotations, invoices, delivery orders (DO) and ensure prompt and accurate issuance.
  • Maintain good records of all sales documentation (e.g customer purchase orders, order confirmations).
  • Ensure returns, cancellations are documented and processed correctly.

Customer Support & Liaison

  • Respond to customer inquiries (via phone, email, in person) regarding orders, product availability, delivery status.
  • Coordinate between sales, warehouse/logistics and finance to ensure smooth order fulfillment.
  • Follow up with customers for payments, update them on any delays or issues.

Coordination with Internal Departments

  • Liaise with warehouse / logistics for scheduling of deliveries, tracking shipments.
  • Coordinate with production / inventory to check stock levels, forecast shortages.
  • Work with finance/accounts to ensure orders are invoiced correctly, manage customer credit where applicable.

Sales Reporting & Data Management

  • Maintain databases / spreadsheets of sales, customers, products.
  • Generate regular reports (daily/weekly/monthly) on order status, sales vs target, outstanding payments, customer returns, etc.
  • Provide ad hoc analysis or reports as requested by Sales / Management.

Quotation & Pricing Support

  • Assist Sales team in preparing quotations and proposals.
  • Check pricing accuracy, discount approvals, terms & conditions.
  • Maintain up-to-date price lists / product catalogs / promotional offers.

Administrative Tasks

  • Filing, documentation, maintaining customer files, contracts.
  • Handling correspondence, typing, data entry, ensuring paperwork is organized.
  • Manage calendar appointments / meetings for the sales team; may also support sales travel arrangements.

Customer & Market Feedback

  • Collect feedback from customers about product performance, service issues.
  • Track competitor pricing / market trends & assist sales team with intelligence.

Compliance & Quality

  • Ensure the company's policies & procedures are adhered to (e.g. credit terms, order change policies).
  • Ensure documentation complies with regulatory / internal audit requirements.

Required Skills / Qualifications

  • Minimum certificate / diploma in Business Administration / Sales / Logistics / related field; Degree preferred (depending on seniority).
  • Proficient with Microsoft Office (Excel especially), familiarity with ERP or sales order systems.
  • Good communication skills (Malay & English; Mandarin languages is a plus).
  • Strong organizational skills, attention to detail.
  • Ability to multitask & prioritize under pressure.
  • Team player but also able to work independently.

Job Type: Full-time

Pay: RM3, RM4,000.00 per month

Benefits:

  • Maternity leave
  • Opportunities for promotion

Work Location: In person

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