Business Support / Admin Executive (Dedicated Sales Support Function)

Digital Labs Sdn Bhd; Petaling Jaya; On-site; MYR 40,176 - 66,960; Full time

Job summary

Digital Labs Sdn Bhd is seeking a diligent Sales Admin professional to manage quotations, orders, and billing processes. You will coordinate with procurement, warehouse, and logistics to ensure timely fulfillment and accurate invoicing, while maintaining strong customer communication and records.

The role requires excellent organizational skills, attention to detail, and the ability to work independently as part of a team. Experience with sales software and MS Office is preferred.

Qualifications

• Proven experience in sales administration or a similar role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in using sales software and Microsoft Office Suite.
• Attention to detail and accuracy in handling data and documentation.
• Ability to work independently and as part of a team.

Responsibilities

• Prepare and manage customer quotations promptly and accurately.
• Ensure all quotations are approved by relevant stakeholders before submission to customers.
• Maintain a log of all quotations and follow up on approvals and rejections.
• Accurately process customer orders in the system upon receipt of PO.
• Coordinate with warehouse and logistics teams to ensure timely order fulfillment.
• Monitor stock arrival updates and delivery arrangements with logistics partners.
• Monitor and ensure billing for non-physical goods is processed timely and accurately.
• Follow up on outstanding invoices and provide regular collection updates.
• Handle incoming hotline calls and respond promptly to customer enquiries.

Skills

Sales admin experience

Organizational skills

Communication skills

Attention to detail

Teamwork

Independent work

Tools

Microsoft Office

Sales software

Job description

Customer Quotations

• Prepare and manage customer quotations promptly and accurately.
• Ensure all quotations are approved by relevant stakeholders before submission to customers.
• Maintain a log of all quotations and follow up on approvals and rejections.

Order Processing

• Accurately process customer orders in the system upon receipt of PO.
• Verify order details with customers or salesperson to ensure all information is correct and complete.
• Raise purchase requisition and follow up on the approval by relevant stakeholders.
• Coordinate with the warehouse and logistics teams to ensure orders are fulfilled in a timely manner.

Stock Arrival Updates and Delivery Arrangement

• Monitor and update the sales team on stock levels and expected arrival dates of new stock.
• Coordinate with the procurement team to ensure timely stock replenishment.
• Manage stock allocations for orders to prevent stock‑outs.
• Arrange and coordinate delivery schedules with logistics team and partners to ensure orders are fulfilled in a timely manner.
• Ensure all necessary documentation is prepared and provided to the delivery team.
• Track deliveries to ensure they are completed as scheduled and handle any delivery issues or delays.

Billing and Invoicing

• Monitor and ensure billing for non-physical goods/service (e.g., licenses, service) is processed in a timely manner.
• Prepare and submit invoices to customers promptly.
• Ensure all invoicing details are accurate and align with customer orders and quotations.
• Maintain records of all invoices and track payment statuses.

Collection Updates

• Follow up on outstanding invoices and provide regular updates on collection statuses.
• Work with the finance team to reconcile payment records.
• Address any discrepancies or issues related to invoice payments with customers.

Other Support

• Perform any other ad‑hoc duties assigned by management.
• Handle incoming hotline calls and ensure timely response to customer enquiries.
• Achieve KPI for answered calls and maintain the required pickup rate performance.

Qualifications

• Proven experience in sales administration or a similar role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in using sales software and Microsoft Office Suite.
• Attention to detail and accuracy in handling data and documentation.
• Ability to work independently and as part of a team.