Sales Admin Assistant

Shyan Trading; Shah Alam; On-site; MYR 28,000 - 47,000; Full time

Job summary

Shyan Trading in Shah Alam is seeking a Sales Admin Assistant to support the Sales Coordinator with daily operations, documentation, and reporting. You will help prepare weekly sales reports, maintain price lists, coordinate with warehouse, and assist in promotional activities.

The role requires good Excel and Word skills, strong organizational abilities, and the capacity to multitask in a fast-paced environment.

Qualifications

• Minimum SPM or diploma in business, admin, or marketing.
• Fresh graduates encouraged to apply.
• Proficient in Excel, Word and basic reporting tools.
• Good organizational and administrative skills.
• Strong attention to detail and accuracy.
• Good communication and coordination skills.
• Able to work independently and in a team.
• Willing to handle documentation, reporting, and coordination tasks.
• Able to multitask in a fast-paced environment.

Responsibilities

• Assist in preparing and updating weekly sales reports.
• Prepare promoter letters, reports, and other sales documents.
• Update price lists, catalogues, balance orders, and stock cards.
• Process equipment requests from the sales team.
• Calculate sales incentives and prepare reward reports.
• Maintain records of sampling expenses and promotions.
• Prepare quotations, DOs, and other sales documentation.
• Compile monthly replenishment reports.
• Prepare yearly sales reports by area, category, and percentage.
• Coordinate with warehouse on stock and expired products.
• Arrange sampling materials orders and promotional tools.
• Monitor replenishment of sampling tools and promo materials.
• Coordinate return of promotional equipment after events.
• Liaise with transporters and internal departments.
• Assist with customer complaints by documenting cases and escalating.
• Support sponsorship arrangements and other marketing admin tasks.
• Perform any other duties by Sales Coordinator or Management.

Skills

Organizational skills

Attention to detail

Communication skills

Coordination skills

Teamwork

Multitasking

Education

Minimum SPM / Diploma in Business Administration, Marketing, or related field

Tools

Microsoft Excel

Microsoft Word

Reporting tools

Job description

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The Sales Admin Assistant provides administrative and operational support to the Sales Coordinator by ensuring smooth daily sales operations, maintaining accurate documentation, preparing reports, coordinating with internal departments, and supporting promotional activities.

Key Responsibilities

• Assist in preparing and updating weekly sales reports.
• Prepare promoter letters, reports, and other sales-related documents.
• Update and maintain company price lists, catalogues, balance orders, and stock cards.
• Assist in processing equipment requests from the sales team.
• Calculate sales incentives and prepare reports for reward claims.
• Maintain records of sampling expenses and promotional activities.

Documentation & Reporting

• Maintain proper filing systems for Sales and Key Account documents.
• Prepare quotations, delivery orders (DO), and other sales documentation.
• Compile monthly replenishment reports.
• Prepare yearly sales reports by area, category, and sales percentage.
• Organize and maintain sales records for easy retrieval.

Coordination

• Coordinate with Warehouse regarding stock availability and expired products.
• Arrange orders for sampling materials and promotional tools.
• Monitor replenishment of sampling tools and promotional materials.
• Coordinate the return of promotional equipment and display materials after events.
• Liaise with transporters and internal departments to ensure smooth operations.

Administrative Support

• Assist with customer complaints by documenting cases and escalating them to the Sales Coordinator.
• Support sponsorship arrangements and other marketing administrative activities.
• Perform any other administrative duties assigned by the Sales Coordinator or Management.

Qualifications

• Minimum SPM / Diploma in Business Administration, Marketing, or related field
• Fresh graduates are encouraged to apply
• Proficient in Microsoft Excel, Word, and basic reporting tools
• Good organizational and administrative skills
• Strong attention to detail and accuracy
• Good communication and coordination skills
• Able to work independently and in a team
• Willing to handle documentation, reporting, and coordination tasks
• Able to multitask and work in a fast-paced environment