Executive - Sales Support / Administrative

Frost & Sullivan; Petaling Jaya; On-site; MYR 39,000 - 61,000; Full time

Benefits offered by this job

Open-door policy

Global team collaboration

Flexible work policy

Career growth opportunities

Job summary

Frost & Sullivan is seeking a detail‑oriented Sales Administration Support professional in Petaling Jaya to ensure accurate sales order processing, invoicing coordination, and robust reporting across regions. You will work closely with Sales, Finance, and other internal teams to drive efficient order fulfillment and revenue recognition.

The role offers exposure to a global team and varied administrative responsibilities, including tender submissions, system data maintenance, and cross‑functional

Qualifications

• Proficiency in English, Microsoft Excel, and CRM/Dynamics with ability to maintain accurate records and support reporting.
• Diploma/Advanced Diploma or Bachelor’s degree in Business Administration, Finance, Marketing, or related discipline.
• Strong analytical, communication, coordination, and stakeholder-management skills.
• Meticulous and highly attentive to detail, especially with numerical data and deadlines.
• Fresh graduates are welcome to apply.

Responsibilities

• Sales Order Administration: Coordinate the preparation and processing of sales orders in Dynamics 365, ensuring accuracy of client and billing information, payment terms, product details, invoicing schedules, and supporting documentation.
• Invoice Coordination: Monitor scheduled invoices, follow up with stakeholders on readiness, and coordinate updates or rescheduling of invoice dates.
• Sales Reporting: Maintain and distribute trackers for booked and invoiced sales performance across countries and reporting dimensions.
• Month-End Coordination: Communicate submission deadlines and reinforce Finance requirements for revenue recognition and month-end closure.
• Cross-Functional Coordination: Collaborate with Sales, Finance, Accounts Receivable, QVA, and others to resolve orders, invoicing, and processing issues.
• Sales Process Support: Provide admin support for opportunities, orders, proposals, pricing proformas, PO/LOA docs, and approval workflows.
• Tender Submission Support: Coordinate tender submissions, compile documents, gather inputs, review requirements, and ensure timely submission.
• Sales Performance & Achievement Tracking: Update trackers and provide regular visibility of performance by country and business segment.
• Annual Sales Target Coordination: Work with Country Leaders and HR to set and update annual targets, reflected in trackers and reports.
• Government Tender Submission and Stamp Duty Support: Administrative support for tender processes and related documentation.
• Event support: Admin and operational support for sales events before, during, and after.
• Sales System Support for Country Sales Head: Maintain CRM data accuracy, assist with system processes and user access, support reporting.
• Provide day-to-day administrative and operational support to the Sales team.
• Maintain and update sales opportunities and client information in CRM/Dynamics.
• Coordinate documentation for government and commercial tender submissions with Finance, HR, and practice area heads.
• Support preparation and processing of administrative docs, stamp-duty and other government requirements where applicable.
• Support events with Marketing and internal stakeholders.
• Assist with sales reports, tracking, documentation, and other admin activities.
• Any other tasks assigned by the reporting manager.

Skills

English proficiency

Excel

CRM/Dynamics

Attention to detail

Coordination

Stakeholder management

Education

Bachelor’s degree in Business/Finance/Marketing

Tools

Dynamics 365

Job description

Job Purpose

Provide comprehensive operational and administrative support to the sales organization, ensuring accurate and timely management of sales orders, supporting documentation, invoicing schedules, sales reporting, and coordination with key internal stakeholders.

Key Responsibilities

• Sales Order Administration: Coordinate the preparation and processing of sales orders in Dynamics 365, ensuring the accuracy and completeness of client and billing information, payment terms, product details, invoicing schedules, and supporting documentation.
• Invoice Coordination: Monitor scheduled invoices, follow up with relevant stakeholders on invoice readiness, and coordinate updates or rescheduling of invoice dates based on project and business requirements.
• Sales Reporting: Maintain and distribute trackers covering booked and invoiced sales performance across countries and other reporting dimensions. Ensure reporting accuracy and resolve identified data discrepancies.
• Month-End Coordination: Communicate sales-order processing and documentation of submission deadlines across the sales organization and reinforce Finance requirements relating to revenue recognition and month-end closure.
• Cross-Functional Coordination: Collaborate with Sales, Finance, Accounts Receivable, QVA, and other operational stakeholders to resolve issues relating to sales orders, invoicing, documentation, and internal processing requirements.
• Sales Process Support: Provide administrative support for opportunity and order-related activities, including proposals, pricing proformas, PO/LOA documentation, and required approval of workflows.
• Tender Submission Support: Coordinate administrative requirements for tender submissions by compiling required documents, coordinating stakeholder inputs, reviewing submission requirements, organizing supporting materials, and facilitating timely submission within stipulated deadlines. Custodian to the up-to-date documentation needed for submissions.
• Sales Performance & Achievement Tracking: Maintain and update sales performance trackers, monitor achievement against sales targets, and provide management and relevant stakeholders with regular visibility of performance by country and business segment.
• Annual Sales Target Coordination: Liaise with Country Leaders and HR to establish and update annual sales targets for new sales team members, ensuring targets are accurately reflected in sales performance trackers and management reporting.
• Government Tender Submission and Agreement Stamp Duty Support: Provide administrative support for the Tender Submission and stamp duty process for government agreements, including documentation and follow-up with relevant stakeholders.
• Event support: Provide administrative and operational support for sales-related events, including coordination activities before, during, and after events to facilitate smooth and effective execution.
• Sales System Support for Country Sales Head: Provide administrative and operational support to the Country Sales Head on sales system activities, including maintaining data accuracy in CRM and sales platforms, assisting with system-related processes, coordinating user access and updates, supporting reporting requirements, and liaising with relevant stakeholders to resolve system-related issues.
• Provide day-to-day administrative and operational support to the Sales team.
• Maintain and update sales opportunities, client information, and related activities in the CRM/Dynamics system.
• Coordinate documentation required for government and commercial tender submissions, working with Finance, HR, Practice Area heads, and other internal stakeholders to ensure documents are complete and submitted on time.
• Support the preparation and processing of administrative documentation, including stamp-duty and other government-related requirements where applicable.
• Support events before, during, and after the event, in coordination with the Marketing team and relevant internal stakeholders.
• Assist with sales reports, tracking, documentation, and other administrative activities required by the team.
• Additional Task(s): Any other task(s) that may be assigned by the reporting manager.

Qualifications & Experience

• Diploma, Advanced Diploma, or Bachelor's degree in Business Administration, Finance, Marketing, or a related discipline.
• Proficiency in English, Microsoft Excel, and CRM/Dynamics systems, with the ability to maintain accurate records and support reporting.
• Strong analytical, communication, coordination, and stakeholder-management skills.
• Meticulous and highly attentive to detail, particularly when handling numerical data, documentation, and deadlines.
• Able to work independently, prioritise multiple tasks, and operate effectively in a fast-paced, deadline-driven environment.
• Experience in sales coordination, sales support, administration, or operations is welcome but not mandatory, while familiarity with finance-related processes would be an added advantage.
• Applications from fresh graduates are welcome.

What will make you succeed at Frost & Sullivan?

• Wildly curious and entrepreneurial
• Committed to customer success
• A self-starter invested in your future
• A persuasive communicator
• Deeply Analytical
• Excited about Disruptive Trends

Benefits

• A friendly work environment with an 'open door' policy
• A strong career path with growth opportunities.
• Be part of a global team that strives for excellence, and fosters an Olympic spirit
• Feed your intellectual curiosity by collaborating across all levels of the company across the globe
• Global Recognition - President's Club & Chairman's Club Awards
• Continuous learning and coaching
• Flexible work policy

About Frost & Sullivan

Frost & Sullivan, the Transformational Growth Journey Company, has spent more than 65 years partnering with clients to develop transformational growth strategies by focusing on innovation and growth opportunities driven by disruptive technologies, mega trends, emerging markets and new business models. Today, more than ever before, companies must innovate, not only to survive, but thrive in the future. Our Growth Pipeline Management (GPM) system supports clients by identifying and evaluating new growth opportunities and serves as the foundation for continuous growth. This is your opportunity to be part of a revolutionary global team that truly inspires positive global changes by innovating to zero. Learn more about Frost & Sullivan at www.frost.com

Frost & Sullivan is committed to a work environment free of all forms of discrimination. Frost & Sullivan recruits and hires without regard to race, color, religion, gender, marital status, age, disability, national origin, veteran status, or sexual orientation.

Du e to overwhelming responses, only short-listed candidates will be notified.

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