SALES ADMIN EXECUTIVE

Private Advertiser; Kinarut; On-site; MYR 28,000 - 50,000; Full time

Job summary

A Malaysia-based engineering company seeks an experienced Sales Admin Executive to support sales operations, prepare quotations, process orders, and coordinate among Sales, Operations, Procurement and Accounts.

You will manage customer inquiries, maintain records, assist in costing, and help develop new business opportunities. Requirements include 2+ years in sales administration, a Diploma/Degree in a related field, strong MS Office skills, and fluency in Bahasa Malaysia and English.

Qualifications

• Minimum 2 years in sales administration or related role.
• Proven ability to prepare quotations and process sales orders.
• Solid documentation and customer service skills.

Responsibilities

• Prepare and process quotations, sales orders, invoices, and related documents.
• Maintain systematic records of customer inquiries, quotations, and sales transactions.
• Coordinate with Sales, Operations, Procurement and Accounts teams.
• Follow up on quotations and delivery status; assist in costing and comparisons.
• Manage customer inquiries via phone, email, and messaging; ensure timely updates.

Skills

Sales administration

Quotation preparation

Sales coordination

Customer service

MS Office

ERP/CRM experience

Bilingual Bahasa Malaysia/English

Education

Diploma or Degree in Business Administration/Marketing/Management

Tools

Microsoft Excel

Microsoft Word

Outlook

ERP systems

CRM systems

Job description

We are an established engineering company specializing in the supply, installation, testing, commissioning, servicing, and maintenance of fire protection and fire fighting systems.

Our core business includes Fire Alarm Systems, Automatic Sprinkler Systems, Fire Hose Reel Systems, Fire Hydrant Systems, Fire Suppression Systems, and the supply and servicing of Fire Extinguishers.

We are seeking an experienced, highly organized, detail-oriented, and results-driven Sales Admin Executive to support our sales operations, customer service activities, quotation preparation, sales order processing, and business development coordination.

The successful candidate will play an important role in ensuring smooth sales administration, timely customer follow-ups, accurate sales documentation, and efficient coordination between the Sales, Operations, Procurement, and Accounts Departments.

Key Responsibilities

Prepare and process sales quotations, sales orders, invoices, delivery orders, and other sales-related documentation.

Ensure all quotations and sales documents are accurate, complete, and submitted within the required timeframe.

Maintain systematic records of customer enquiries, quotations, purchase orders, sales transactions, and customer correspondence.

Monitor quotation validity periods and follow up on pending customer approvals.

Assist in preparing sales proposals, company profiles, product information, and supporting documents for customers.

Ensure proper filing and updating of customer and sales records.

Prepare quotations for fire fighting equipment, fire protection systems, maintenance services, and related engineering products.

Coordinate with the Sales Team, Technical Department, and management to obtain accurate pricing and technical information.

Request and compile supplier quotations when required.

Assist in preparing costing sheets and quotation comparisons.

Monitor outstanding quotations and follow up with customers to improve sales conversion.

Ensure approved quotations are properly converted into sales orders or work orders.

Handle customer enquiries through telephone calls, emails, WhatsApp, and other communication channels.

Provide timely and professional responses regarding product availability, quotations, order status, and service arrangements.

Follow up on potential customers, pending quotations, repeat orders, and existing customer requirements.

Maintain positive relationships with customers and ensure satisfactory service delivery.

Coordinate customer complaints, service requests, and after-sales enquiries with the relevant departments.

Maintain and update customer contact details, enquiry records, and follow-up schedules.

4. Sales Order Processing & Delivery Coordination

Process confirmed customer orders and coordinate with the Procurement, Store, and Operations Departments.

Verify product availability, pricing, quantities, and delivery requirements before processing orders.

Monitor sales order status and coordinate timely delivery of products or scheduling of services.

Ensure delivery orders, invoices, and supporting documentation are prepared accurately.

Follow up on outstanding orders and inform customers of any changes or delays.

Maintain complete sales order and delivery records.

Prepare daily, weekly, and monthly sales reports for management review.

Maintain accurate records of sales enquiries, quotations issued, confirmed orders, and completed sales.

Monitor quotation conversion rates, pending orders, and outstanding customer follow-ups.

Assist in tracking sales targets and departmental performance.

Identify inactive customers, repeat-order opportunities, and potential sales leads.

Provide timely updates to management on sales activities, customer enquiries, and outstanding matters.

6. Payment Follow-Up & Accounts Coordination

Coordinate with the Accounts Department regarding customer invoices, payment status, and outstanding balances.

Follow up with customers on overdue payments based on approved company procedures.

Ensure sales documentation is complete for billing and payment processing.

Assist in reconciling sales orders, delivery orders, invoices, and payment records.

Highlight payment discrepancies or outstanding customer accounts to management.

7. Business Development & Sales Support

Support the Sales Team in identifying new business opportunities and maintaining existing customer relationships.

Assist in preparing sales presentations, product catalogues, promotional materials, and customer proposals.

Maintain updated customer databases and sales prospect records.

Assist in coordinating sales appointments, customer meetings, and follow-up activities.

Support sales campaigns, promotional activities, and customer retention initiatives.

Coordinate with management on sales improvement initiatives and administrative efficiency.

Job Requirements

Minimum 2 years of relevant working experience in Sales Administration, Sales Coordination, Customer Service, or a related commercial role is required.

Diploma or Degree in Business Administration, Marketing, Management, or a related field.

Proven experience in preparing quotations, processing sales orders, handling customer enquiries, and maintaining sales documentation.

Proficient in Microsoft Office, particularly Microsoft Excel, Word, and Outlook.

Experience using accounting software, ERP systems, or CRM systems will be an added advantage.

Good communication skills in Bahasa Malaysia and English, both written and spoken.

Strong organizational, multitasking, and time management skills.

Able to manage multiple customer enquiries, quotations, and deadlines simultaneously.

Detail-oriented with a high level of accuracy in documentation and data entry.

Possess good customer service skills and a professional working attitude.

Proactive in customer follow-ups and committed to achieving departmental sales objectives.

Able to work independently with minimal supervision and as part of a team.

Responsible, disciplined, trustworthy, and able to work under pressure.