Customer Support Assistant

Join Our Team

We are seeking a detail-oriented Customer Support Assistant to support the processing of customer sales quotation, sales orders and related documentation. The ideal candidate will ensure accurate sales quotation & order entry, manage discrepancies between quotations and purchase orders (POs), and maintain efficient record-keeping. This role is vital in ensuring smooth daily operations and effective customer support.

Key Responsibilities

1. Sales Quotation Processing:

• Prepare and process sales quotations accurately based on the standard price list and ad-hoc pricing as confirmed by the superior.
• Ensure all product, pricing, and customer details are correctly reflected in the quotation in accordance with company policies and approval guidelines.
• Ensure timely turnaround of quotation requests to support customer satisfaction and smooth sales operations.

2. Sales Order Processing:

• Accurately process sales orders based on purchase orders (POs) received from customers, ensuring all details are entered correctly in the system in line with company guidelines.
• Verify that customer POs match the corresponding quotations, identifying any discrepancies and escalating them to the Customer Service Executive for resolution.
• Ensure timely and efficient order processing to meet customer expectations and support smooth warehouse and distribution (W&D) operations.

3. Discrepancy Management:

• Identify discrepancies between customer POs and company quotations, such as pricing or product details, and escalate these issues to the Customer Service Executive.
• Facilitate clear and effective communication between the relevant teams (sales, warehouse, finance) to resolve any issues and ensure the order process is not delayed.
• Track and follow up on escalations, ensuring prompt resolution and keeping customers updated on the status of their orders.

4. Document Management & Filing:

• Upload delivery orders (DOs) and invoices to customer portals to ensure accurate and timely invoicing, facilitating a smooth accounts receivable (AR) process.
• Specifically, track and ensure all deliveries to the Government sector have their DOs and invoices promptly updated in the respective portals, adhering to sector-specific requirements and deadlines.
• Provide weekly reports to Finance on the status of each transaction related to Government sector deliveries, ensuring no processes are missed or delayed.
• Ensure all customer-related documents (POs, DOs, invoices) are filed systematically and can be easily retrieved for audits, customer inquiries, or reporting.

5. Report Generation:

• Assist in generating periodic reports on sales orders, discrepancies, order processing times, and other metrics as required by management.
• Provide reports to the Customer Service Executive to support decision-making and improve operational efficiency.
• Contribute to the analysis of order processing data to identify trends or areas for improvement in customer service performance.

6. Collaboration:

• Work closely with other related departments to ensure smooth communication between departments.
• Support the Customer Service Executive in additional administrative tasks related to customer order processing and service delivery.

7. Any other task given/instruct by your Immediate Supervisor or the Management.

Requirements

• Possess at least STPM or Diploma in any relevant field.
• Fresh graduates are welcome to apply.
• A minimum of 2 years' experience in customer service, sales order processing, or a similar administrative role.
• Strong attention to detail and the ability to manage multiple tasks simultaneously.
• Proficiency in using order processing software, ERP systems, or customer portals.
• Strong organizational skills, with the ability to maintain accurate records and documentation.
• Excellent communication and problem-solving skills, with the ability to escalate issues and collaborate with other departments.
• Familiarity with Warehouse and Distribution (W&D) services is an advantage.

Job Type: Contract

Contract length: 6 months

Pay: RM1, RM1,800.00 per month

Benefits:

• Maternity leave
• Parental leave
• Professional development

Application Question(s):

• What's your expected monthly basic salary?
• What's your current monthly basic salary?
• How much notice are you required to give your current employer?
• How many years of experience do you have working in customer service?
• What computer systems or software have you used in your previous work experience?

Work Location: In person