Sales Admin Assistant

Xiao En KL Berhad; Kuala Lumpur; On-site; MYR 36,000 - 60,000; Full time

Job summary

Xiao En KL Berhad in Kuala Lumpur seeks a detail‑oriented admin assistant to support daily sales functions, process documents from agents, handle walk‑ins and inquiries, and assist with PO creation and payments. Fresh graduates are welcome; good MS Office and communication skills are essential.

The role involves maintaining licensee files, filing, generating reports, liaising with Accounts, stamping duties, and handling receipts.

Qualifications

• Candidate must possess at least a SPM/STPM.
• Fresh graduates are welcome to apply.
• Good organisational and verbal communication skills.
• Able to work independently, highly committed, responsible and dependable.
• Customer service oriented with great attention to detail.
• Highly motivated team player with a strong drive for success and the ability to work under pressure.

Responsibilities

• Support daily sales functions, including stationing at the Sales Gallery based on duty roster arrangements.
• Receive and process sales documents from sales agents, including Purchase Orders, payment collection, set up instalments and related forms.
• Handle enquiries via walk-ins, phone calls and other communication channels.
• Open and maintain Licensee files with accurate records; key customer particulars into the system.

Skills

Organisational skills

Verbal communication

Customer service

MS Office

Education

SPM/STPM

Tools

MS Office

Job description

• Support daily sales functions, including stationing at the Sales Gallery based on duty roster arrangements
• Receive and process sales documents from sales agents, including Purchase Orders (PO), payment collection, set up instalment including Paylink, and inurnment related form
• Handle enquiries via walk-in, phone calls and other communication channels

2. Licensee File Management

• Open and maintain Licensee files with accurate customer records
• Key in customer particulars into the system and ensure proper filing of all related documents
• Assist customers on matters relating to instalment set up, outstanding payments, nomination of intended user, appointment of Authorised Contact Person and change of address requests
• Prepare and submit Purchase Order to Accounts Department
• Monitor and maintain all Licensee files and supporting documentation including inurnment related documentation and forms
• Generate reports and maintain proper documentation records when required

3. Stamp Duty, Purchase Statement & Acknowledgement of Receipt Administration

• Submit Purchase Orders to the LHDN portal for stamp duty assessment and monitor assessment status Issue Purchase Statement and key in Acknowledgment of receipt
• Record all payments and sales-related documents received, including cash, cheque and credit card transactions prior to submission to Accounts Department

4. Payment & Accounts Coordination

• Liaise with Accounts Department on matters relating to:
• Post-dated cheques (PD Cheques)
• Customer payment information
• Withdrawal, Refund and cancellation memos
• Discount Requisition
• Returned cheques
• Prepare memos, forms or relevant documentation for:
• Payment of Stamp Duty
• Cancellation of Purchase Orders, Purchase Statements & Acknowledgement of Receipt
• Refunds arising from excess payments
• Customer requests for change of niche lot(s)
• Monitor and ensure certificates are issued upon full settlement of payment
• Prepare certificates for printing, signing and postage arrangement
• Issue invoices and receipts, and arrange for posting to customers
• Email Disclaimer Letter upon process by Legal Department

6. Others

• Assist in Qing Ming, Enlightenment Ceremony and other festive-related matters
• Assist in Sales Campaign, Roadshows & Activities when necessary
• Perform ad-hoc duties and assignments as instructed by the Superior

13.To execute ad-hoc related matter as and when requested by Superior.

The Requirements:

Candidate must possess at least a SPM/STPM

Fresh graduates are welcome to apply

Good organisational skill and verbal communication skills.

Able to work independently, high committed, responsible and dependable.

Customer service oriented and great attention to detail.

Highly motivated team player with a strong drive for success and the ability to work under pressure.

Proficient in MS Office and PC skills.