Administrative Executive

EUCOGEN SDN BHD; Shah Alam; On-site; MYR 33,000 - 56,000; Full time

Job summary

EUCOGEN SDN BHD is seeking a proactive Sales Administrator in Shah Alam to support daily sales operations and customer service.

The role involves handling inquiries, preparing quotations, processing orders, coordinating with warehouses and transporters, and maintaining accurate records. Fresh graduates are welcomed, and strong MS Office skills plus ERP familiarity are preferred.

Qualifications

• Experience in sales administration, customer service, or office administration preferred.
• Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.
• Knowledge of SQL Accounting Software or other ERP systems is a plus.
• Good communication and interpersonal skills.
• Good command of English and Bahasa Malaysia; Mandarin is an added advantage.
• Well-organized, detail-oriented, responsible and able to multitask.
• Able to work independently with minimal supervision and as part of a team.
• Good time management and problem-solving skills.
• Positive attitude, willingness to learn and initiative.
• Able to work under pressure and meet deadlines.
• Fresh graduates are encouraged to apply.

Responsibilities

• Attend to customer inquiries via phone, email, and other channels professionally and timely.
• Prepare quotations, process sales orders, and ensure accuracy of order details.
• Coordinate with sales, customers, warehouses, and transporters for timely deliveries.
• Follow up on orders, delivery schedules, and outstanding matters.
• Prepare and update sales documents: PO, DO, invoices and records.
• Data entry and keep sales transactions and customer info up to date.
• Maintain filing and documentation of sales records and correspondence.
• Assist with handling complaints, order discrepancies, delivery issues and returns.
• Monitor pending orders, backorders, and stock availability with departments.
• Assist in preparing sales reports and administrative documents.
• Communicate with internal and external parties to support daily operations.
• Provide general admin support for smooth daily office operations.
• Follow up on outstanding tasks and ensure deadlines are met.
• Perform other ad hoc duties as assigned.

Skills

Communication skills

Time management

Detail-oriented

Multitasking

Independent worker

Tools

Microsoft Office

Excel

Word

Outlook

SQL Accounting/ERP

Job description

1. Attend to customer inquiries via phone, email, and other communication channels in a professional and timely manner.

2. Prepare quotations, process sales orders, and ensure all order details are accurate and properly recorded.

3. Coordinate with the sales team, customers, warehouses, and transporters to ensure smooth order processing and timely deliveries.

4. Follow up on customer orders, delivery schedules, and outstanding matters to ensure timely completion.

5. Prepare, maintain, and update sales-related documents, including Purchase Orders (PO), Delivery Orders (DO), invoices, and other relevant records.

6. Perform data entry and ensure all sales transactions and customer information are accurately updated in the system.

7. Maintain proper filing and documentation of sales records, customer correspondence, and other important documents.

8. Assist in handling customer complaints, order discrepancies, delivery issues, and product returns.

9. Monitor and follow up on pending orders, backorders, and stock availability with the relevant departments.

10. Assist the sales team in preparing sales reports, spreadsheets, and other administrative documents as required.

11. Communicate and coordinate effectively with internal departments and external parties to support daily sales operations.

12. Provide general administrative support to ensure smooth and efficient daily office operations.

13. Proactively follow up on outstanding tasks and ensure all assignments are completed within the required deadlines.

14. Perform other ad hoc duties and responsibilities as assigned by the superior.

Job Requirements

2. Previous experience in sales administration, customer service, or office administration is preferred.

3. Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.

4. Knowledge of SQL Accounting Software or other ERP systems will be an added advantage.

5. Good communication and interpersonal skills.

6. Good command of English and Bahasa Malaysia. Mandarin is an added advantage.

7. Well-organized, detail-oriented, responsible, and able to multitask.

8. Able to work independently with minimal supervision and as part of a team.

9. Good time management and problem-solving skills.

10. Positive working attitude, willingness to learn, and ability to take initiative.

11. Able to work under pressure and meet deadlines.

12. Fresh graduates are encouraged to apply.

We are the authorized distributor of Remedica Ltd, a reputable manufacturer of quality generic pharmaceutical products from Europe and Quest Vitamin, a nutraceutical company from UK which specialized in vitamin and supplements. Our company pharmaceutical products have been present in Malaysia for more than 20 years, selling to a wide range of healthcare professionals including pharmacies, GP clinics, government hospitals and private hospitals.

We are the authorized distributor of Remedica Ltd, a reputable manufacturer of quality generic pharmaceutical products from Europe and Quest Vitamin, a nutraceutical company from UK which specialized in vitamin and supplements. Our company pharmaceutical products have been present in Malaysia for more than 20 years, selling to a wide range of healthcare professionals including pharmacies, GP clinics, government hospitals and private hospitals.