Sales Admin

Jalan Ipoh

Qualifications

• Degree/diploma in Secretarial/Business Studies or equivalent (will be an added advantage)
• Min 3-7 years with client servicing , order processing , shipping & sales administration  experience preferred
• Excellent written and verbal communication skills in Bahasa Malaysia and English. Proficiency in Mandarin or other local dialects is a plus, particularly for engaging with diverse customers.
• Strong proficiency in Microsoft Office Suite (especially Excel for data entry and basic reporting, Word, PowerPoint, Outlook).
• Excellent grasp of SQL Accounting , Bitrix24 CRM platfrom,  Canva to support Social Media updates.
• Exceptional organizational skills and meticulous attention to detail and accuracy in data entry and documentation.
• Strong ability to multitask, prioritize work effectively under pressure, and manage deadlines.
• Proactive problem-solving abilities and a can-do attitude.
• Customer service-oriented with a polite, professional, and patient demeanor.
• A genuine interest in pets and understanding of pet nutrition basics would be beneficial.

Job Scope

• New leads generation & market research: Should be able to utilise google and various social media platforms to find new clients (Vet, Pet stores, grooming, boarding centre)
• Sales Order Processing & Fulfilment Management - Order Entry & Verification: Accurately receive, verify, and process sales orders from various channels (e.g., email, phone calls from sales team/customers, distributor portals, direct orders) into the company's Sales System (SQL Accounting )
• Documentation: Prepare and issue accurate sales invoices, delivery orders, credit notes, debit notes, and other relevant sales-related documentation.
• Discrepancy Resolution: Proactively investigate and resolve any discrepancies or issues related to orders, pricing, invoicing, or deliveries in a professional and efficient manner, involving relevant parties as needed.
• Sales Team & Customer Support -Administrative Support: Provide comprehensive administrative assistance to the sales team, including scheduling appointments, managing calendars, preparing sales presentations, proposals, reports, and other necessary documents.
• Customer Communication: Serve as a primary point in house for external customers (retailers, vet clinics) and internal sales staff for sales-related inquiries (e.g., product availability, pricing, order status, promotions).
• Complaint & Feedback Management: Assist in documenting and initiating the resolution process for customer complaints, feedback, or returns, escalating complex issues to the appropriate Sales Executive or Manager.
• Travel & Expense Support: Assist sales team members with processing and submitting their travel and expense claims in accordance with company policies.
• Data Compilation: Collect, compile, and summarize sales data from various sources to support the generation of daily, weekly, and monthly sales performance reports.
• Filing & Record Keeping: Establish and maintain an organized and efficient filing system for all sales-related documents, both physical and digital, ensuring easy retrieval and compliance with data retention policies.
• Office Supplies: Manage and order office supplies and equipment necessary for the smooth operation of the sales department.
• Meeting Support: Organize and prepare materials for sales meetings, compile meeting minutes, and track follow-up action items.
• Preparing & Participating in Event / Activities: Coordinate events and activities by supporting the marketing department in rolling out the activities on site & to participate as a cashier during events.