Admin Executive

2 days ago

Kepong, Malaysia Winstar Aluminium Manufacturing Sdn Bhd Full time 30,000 - 60,000 per year

Job Purpose:

To ensure efficient and accurate coordination between Sales, Engineering, and Warehouse teams, managing end-to-end order processing from quotation to delivery, and supporting administrative operations to maintain smooth business workflows.

Your Responsibilities:

1.    Sales & Order Coordination

  • Prepare and issue quotations, Sales Orders (SO), picking lists, Delivery Orders (DO), and invoices in a timely and accurate manner.
  • Verify RFQ (Request for Quotation) requirements with the sales and engineering teams to ensure pricing and details are correct.
  • Coordinate with the sales team on customer inquiries, project requirements, and delivery schedules.
  • Follow up with the sales team on order confirmations, documentation requirements, and delivery status.
  • Handle walk-in customers and provide professional assistance when required.
  • Collaborate closely with internal departments to ensure efficient handling of all orders, inquiries, and deliveries.
  • Manage and monitor the entire sales cycle to ensure smooth workflow and timely follow-up on all orders.

2.    Logistics & Warehouse Support

  • Generate and issue picking lists for the warehouse team to prepare and pack goods.
  • Coordinate with the warehouse on stock availability, stock adjustments, packing progress, and delivery arrangements.
  • Handle stock adjustments, product returns, exchanges, and rejected goods in coordination with the relevant teams.

3.    Documentation & Filing

  • Verify and ensure all returned documents contain the necessary information, stamps, and signatures before filing.
  • Maintain proper filing and record-keeping for DOs, invoices, customer POs, and other related documents.
  • Keep accurate and up-to-date records of project logs / RFQs for tracking and reporting purposes.

4.    Administrative Support

  • Monitor and ensure completeness of all order-related documentation.
  • Track project status, delivery timelines, and follow up on outstanding orders.
  • Support general office administrative functions related to sales operations.
  • Perform ad-hoc tasks as assigned by superiors or management.

Requirements:

  • Minimum 2–3 years of relevant working experience in sales coordination, admin support, or order management.
  • Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable working with ERP or CRM systems.
  • Strong verbal and written communication skills in English and Malay; proficiency in Chinese is a plus.
  • Strong organizational skills, with great attention to detail and accuracy.
  • Able to work independently and support junior team members when needed.
  • Experience in the solar or trading industry will be an added advantage.

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