Sales Admin Analyst

Vale; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Vale in Kuala Lumpur seeks a Contracts & Invoicing Specialist to support the iron ore sales team. You will translate commercial terms into contracts, input conditions into SAP, and produce invoices and related shipping documents.

You will coordinate with finance, shipping and ports, monitor payments, and ensure compliance with IFRS and SARBOX guidelines while maintaining strong cross‑department relationships and a focus on timely revenue recognition.

Qualifications

• Bachelor’s degree in Commercial or Technical field is required.
• Fluent English is essential; Portuguese is a plus.
• 1+ year experience in commodity business or international trade or shipping.
• Ability to handle high pressure peak demands.
• Strong communication and collaboration across large teams.
• Well organized with good planning and multi-tasking.
• Analytical thinking and problem solving; ability to resolve ambiguities.
• IT skills: VBA; familiarity with AI tools (e.g., deepseek, Gemini, Copilot).

Responsibilities

• Draft and elaborate sales contracts following the commercial terms.
• Input contractual conditions into SAP; produce invoices, credit/debit notes and shipping documents promptly.
• Monitor commercial adjustments and ensure accurate financial inputs.
• Oversee B/L issuance and LOI usage.
• Coordinate between sales, finance, shipping and ports for payments.
• Arrange signature or courier for document dispatch to departments or customers.
• Input data into ERPs and monitor sales performance and order-to-cash processes.
• Collaborate with trade finance on LC, receivables, payables and offsets.
• Ensure contract-term compliance with customer satisfaction and performance.
• Adhere to procedures, IFRS, SARBOX, and audit requirements.
• Foster interfaces between commercial, sales offices, operations and admin.
• Identify process improvements and implement intra/inter-department solutions.
• Support KPI monitoring and continuous improvement initiatives.

Skills

Fluent English

Portuguese desirable

High pressure handling

Communication & collaboration

Planning skills

Problem solving & analytical thinking

Procedure design & standard adherence

VBA

AI tools usage

Education

Bachelor’s degree (Commercial or Technical)

Tools

SAP

Job description

JOB SUMARY

This position is to support the sales team from iron ore business unit, with accountability in the (i) production of sales contracts, ensuring proper translation of the commercial terms into contracts, by following legal, pricing and compliance policies, and (ii) invoicing, collection and payment related activities as the key area for company’s order to cash process, ensuring the proper inputs in the company ERPs to translate the sale into revenue and cash flow by following the corporate governance and compliance policies, and (iii) provide the other related departments with information required ad-hoc and routinely, by establishing good inter departmental relations and constructive dialogues with other related areas.

MAIN CHALLENGES

• Comply with the guidelines for sales contracts to mitigate the risk of the company, ensuring return to shareholders, balancing commercial interests with the corporate governance practices.
• Provide customers with an efficient and hassle-free post sale experience, mitigating non-standard / ambiguous practices and finding solutions to customers’ requests when possible.
• Develop and keep high standards of relationships and trust with internal suppliers / customers to ensure an effective flow of information.
• Promote and establish strategic links between the sales administration and other areas, including operational and administrative areas to ensure the effectiveness of the routine.
• Develop and implement system / procedure enhancements to improve the efficiency and compliance of daily activities, focusing in improving the cash to order process, ensuring quick receipt of payments and supporting DSO reduction.
• Support the wide range of marketing and sales initiatives / projects, by exposing system / internal corporate limitations and finding systematic solutions or negotiating internal compromises with other areas.

Main Responsibilities

• Discussion and elaboration of sales contracts following the commercial terms;
• Input contractual conditions into SAP and produce invoices, credit and debit notes and other shipping documents in a timely manner;
• Calculate, verify and monitor the commercial adjustments;
• Monitor and control B/L issuance and LOI usage;
• Interface, facilitate and organize payment collection and payables by interfacing between sales, finance, shipping and ports;
• Arrange signature / courier to any document needs dispatching to other departments or customers;
• Data input in company ERPs and monitor the sales performance and order to cash processes;
• Work with trade finance and other finance related areas towards letters of credit, receivables, payables and offsets;
• Ensure compliance with contract terms with a focus on customer satisfaction and efficient performance;
• Ensure adherence with the established procedures, internal / legal guidelines, IFRS and Sarbanes-Oxley (SARBOX), aiming to comply with company rules, local legislation and internal / external audits;
• Promote and implement strategic interfaces the commercial area, including sales offices, operational and administrative areas;
• Identify improvement opportunities, establishing intra or inter departmental solutions and procedures;
• Support and analyze KPIs, databases and key controls aiming the treatment of deviations and continuous improvement plans.

Profile And Qualifications

• Bachelor’s degree (Commercial or Technical)
• Fluent English;
• Portuguese Desirable;
• More than one year’s experience in commodity business or international trade or handling customers or shipping;
• Ability to handle high pressure peak demands;
• Good communication and collaboration skills in big and diverse team, as well as to work with multi-disciplinary teams;
• Well organized with good planning skills, ability to keep track of multiple subjects at same time;
• Problem solving & analytical thinking, skilled at solving ambiguous problems;
• Skilled at designing and following procedures and standards;
• Desired IT related knowledge (VBA) and usage of AI (deepseek, gemini, copilot…)