Sales Support Officer

2 weeks ago

Petaling Jaya, Selangor, Malaysia HMT INDUSTRIES SDN. BHD. Full time 40,000 - 60,000 per year

Job description:

The Sales Order Officer is responsible for processing customer orders accurately and efficiently, ensuring timely delivery, and maintaining excellent communication between internal departments and customers. The role requires strong attention to detail, coordination, and customer service skills.

KEY RESPONSIBILITIES

1. Sales Order Processing

  • Accurately input customer orders into the system and ensure all order details are correct.
  • Verify product availability and coordinate with the warehouse or procurement team (i.e. Production planner) for stock updates.
  • Generate and issue sales order confirmations to customers.
  • Monitor order status and follow up on pending approvals or special requests.

2. Customer Communication & Support

  • Act as the primary contact for customers regarding order status, delivery timelines, and product inquiries.
  • Handle customer complaints or disputes related to sales orders and escalate unresolved issues.
  • Provide price quotations and product availability updates to customers.
  • Maintain professional and prompt communication with customers via email, phone, and online platforms, etc.

3. Coordination with Internal Departments

  • Work closely with the sales team to clarify order details and special requests.
  • Coordinate with the warehouse & logistics team to ensure timely dispatch and delivery of orders.
  • Liaise with the finance department regarding order invoicing, payments, and credit limits.

4. Documentation & Reporting

  • Maintain accurate and up-to-date records of all sales orders.
  • Generate sales order reports and track order processing timelines.
  • Assist in the preparation of monthly sales and inventory reports.
  • Ensure compliance with company policies and procedures in order processing.

5. Quality Control & Continuous Improvement

  • Ensure all orders comply with quality standards and customer requirements.
  • Identify process inefficiencies and suggest improvements for better accuracy and speed.
  • Participate in team meetings to discuss challenges and solutions in sales order management.

QUALIFICATIONS & SKILLS

  • Minimum Diploma in Business Administration, Supply Chain, or a related field.
  • Minimum of 2 years of experience in sales order processing, customer service, or a similar role.
  • Strong knowledge of ERP or sales order management systems.
  • Excellent communication and interpersonal skills.
  • Strong organizational and multitasking abilities.
  • Attention to detail and problem-solving skills.
  • Ability to work in a fast-paced environment and meet deadlines.
  • Location: Seksyen 51 Kawasan Perindustrian Tiong Nam, PJ

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