Business Development Admin Executive

Ditrolic Energy; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Ditrolic Energy is seeking a Business Development Department Administrator to provide administrative and operational support across the full BD sales pipeline, from proposal procurement through COD. You will maintain CRM accuracy, prepare reports, and coordinate with internal teams to ensure timely information and compliant documentation.

The role emphasizes process improvements, data quality, and cross-functional coordination within the BD department. 2–5 years’ related experience is preferred.

Qualifications

• Degree or diploma in Business Administration, Business Management, Sales Administration, Sales Operations, or related discipline.
• 2–5 years in business administration, sales administration, sales operations, or similar roles.
• Experience in renewable energy, solar, engineering, construction, infrastructure, or energy sectors is an advantage.
• Experience with proposals, tenders, procurement, contracts, or project documentation is preferred.
• Experience with CRM systems (MS Dynamics 365 or similar) and strong MS Office skills.
• Experience with reporting, dashboards, or CRM analytics is a plus.

Responsibilities

• Support BD team in tracking opportunities from proposal through operational stages.
• Prepare, submit, and track proposals, tenders, and procurement documents.
• Maintain accurate CRM records for leads, customers, opportunities, and projects.
• Ensure CRM data accuracy, completeness, and consistency.
• Coordinate with PICs to obtain required information and documentation.
• Support meetings, documentation, and cross-functional coordination.
• Assist in improving sales pipeline visibility and reporting processes.

Skills

Administrative skills

Data accuracy

CRM analytics

Communication

Organization

Multitasking

Education

Diploma/Bachelor's degree in Business Admin/related

Tools

Microsoft Dynamics 365

Excel

Word

PowerPoint

Job description

Headquartered in Malaysia and established in 2009, Ditrolic Energy is a renewable energy infrastructure company backed by one of the world’s largest global fund managers. The company operates across the Asia-Pacific region, with offices in Singapore, Philippines, Indonesia, China and Bangladesh and brings extensive experience in developing and delivering clean energy projects across multiple markets.

Ditrolic Energy offers integrated solutions spanning solar PV, wind, energy storage and energy management, supported by comprehensive end-to-end EPC capabilities. Through its projects, the company partners with organisations to optimise energy usage and advance their transition towards net zero-carbon targets.

Department: Business Development

Reports To: Regional Business Development Manager

1. JOB PURPOSE

To provide administrative, coordination, CRM, reporting, documentation, and operational support to the Business Development Department.

The role supports the BD team throughout the sales pipeline, ensuring accurate information, timely reporting, proper documentation, and effective sales processes.

2. KEY RESPONSIBILITIES

• Support the BD team in tracking and managing opportunities from Proposal Procurement/Tender Contracted Project Tracking up to Operational.
• Support the preparation, submission, and tracking of proposals, tenders, and procurement documents, whenever is required
• Maintain accurate and up-to-date CRM records for leads, customers, opportunities, projects, activities, and follow-ups.
• Ensure timely CRM updates and maintain CRM data accuracy, completeness, and consistency.
• Coordinate with relevant PICs to obtain required information and documentation.
• Follow up with BD team members on incomplete, outdated, or inaccurate CRM and pipeline information.
• Support CRM data migration, cleansing, verification and system implementation.
• Contribute to improving sales pipeline visibility, CRM utilization, and data quality.

B. Administrative & Documentation Management

• Prepare and maintain administrative reports, including PR/PO and project incentive routine reports.
• Maintain BD templates, forms, trackers, sales materials, and other sales tools.
• Ensure proper filing, document control, version control, and accessibility of BD records.
• Maintain accurate, complete, traceable, and retrievable documentation.
• Ensure confidentiality of customer, project, commercial, and company information.

C. Sales Operations & Process Improvement

• Support the implementation and maintenance of BD processes, workflows, Manual of Authority, guidelines, and procedures.
• Identify administrative and operational gaps and recommend practical improvements.
• Support the implementation of new sales processes, systems, tools, and reporting mechanisms.
• Monitor process effectiveness and gather feedback from BD team members.
• Contribute to improvements in sales pipeline visibility, CRM utilization, reporting efficiency, and documentation management.

D. Meetings & Cross-Functional Coordination

• Coordinate internal and external meetings for the BD team.
• Prepare meeting agendas, minutes, action lists, and follow-up trackers.
• Follow up on outstanding action items.
• Coordinate with internal departments to obtain information required for sales process, BD operational, reporting, and management updates.
• Support BD meetings, workshops, training, and other business activities.

3. QUALIFICATIONS & EXPERIENCE

• Diploma or Bachelor’s Degree in Business Administration, Business Management, Sales Administration, Sales Operations, or a related discipline.
• 2–5 years of experience in business administration, sales administration, sales operations, business development support, or similar roles.
• Experience in renewable energy, solar, engineering, construction, infrastructure, or energy-related industries is an advantage.
• Experience in proposals, tenders, procurement, contracts, or project documentation is preferred.
• Experience with Microsoft Dynamics 365 or other CRM systems is preferred.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience in reporting, dashboards, or CRM analytics is an advantage.

4. KEY COMPETENCIES

• Strong administrative and organizational skills.
• High attention to detail and data accuracy.
• Good CRM and data management skills.
• Good reporting and analytical skills.
• Strong follow-up and coordination skills.
• Good understanding of sales pipeline management.
• Ability to manage multiple tasks and deadlines.
• Strong documentation and document control skills.
• Proactive and process-oriented mindset.
• Ability to identify operational gaps and recommend improvements.
• Good communication and interpersonal skills.
• Ability to work independently and coordinate effectively across departments.
• High integrity, confidentiality, and accountability.

ROLE SUMMARY

The Business Development Department Administrator provides administrative and operational support across the full BD sales pipeline from Proposal Procurement/Tender Contracted Project Tracking up to COD.

The role serves as the operational backbone of the BD Department, ensuring accurate CRM and sales pipeline information, timely reporting, proper documentation, effective coordination, and continuous improvement of BD processes and sales operations.