Sales Admin Executive

Private Advertiser; Malacca City; On-site; MYR 33,000 - 56,000; Full time

Job summary

Private Advertiser in Malaysia seeks a Sales Admin to review orders, coordinate with production and logistics, and ensure on-time delivery.

You will handle invoicing, maintain files, and provide daily updates to customers; Mandarin is a plus for client communication. Diploma or higher preferred, with at least 3 years' relevant experience.

This role reports to MD, Sales Director and Finance Head, requiring strong Excel and SQL skills.

Qualifications

• Minimum 3 years of experience, preferably in sales admin teams, with logistics and LMW exposure.
• Good command of written and spoken English; proficiency in Mandarin is a plus.
• Proficiency in computer-aided systems such as SQL.
• Strong Excel and Microsoft Office skills.
• Diploma or equivalent qualification required.

Responsibilities

• Review customers' purchase orders, verify design versions and prices, and submit for approvals before sales order creation.
• Follow up on pending orders and liaise with relevant departments to provide daily customer updates.
• Coordinate shipments with logistics to ensure on-time delivery.
• Keep team informed on new orders and allocation of sales orders with production teams.
• Answer and direct phone calls professionally and maintain organized records and invoicing.
• Provide general administrative support and assist onboarding/offboarding processes.
• Report to Managing Director, Sales Director and Finance Head.

Skills

English proficiency

Mandarin (advantage)

SQL

Excel

Microsoft Office

Education

Diploma or equivalent

Tools

SQL

Excel

Microsoft Office

Job description

Review customers purchases orders, check the versions of the designs, prices and etc, and submit for approvals before creation of sales orders.

Follow up on customers' pending orders and liaise with relevant departments to provide daily updates to customers. To update the portal on the promised date after confirming the delivery date from the respective department.

Ensure all orders are arranged and delivered as promised.Arrange the shipments with logistics.

Keep the team informed about new orders and the allocation of the sales orders with the productions teams.

Answer and direct phone calls in a polite and professional manner.

Manage and organize office files, documents, and records, including the invoicing.

Assist with any other administrative work.

Provide general administrative support to team members as needed.

This role is report direct to Managing Director, Sales Director and Finance Head.

Admin:

Assist in handling the issuance and collection of employee belongings during onboarding and offboarding processes.

Serve as the contact point for providing the invoices/documents that were received in the field and sending them to HQ/the relevant department for processing purposes.

Liases with the productions teams and also logistic teams.

Other tasks as assigned by superiors.

Logistic & LMW:

Invoice with LMW documents for each customer delivery.

Ensure preparation of invoices and delivery orders (DO), coordinating with the finance team at HQ.

Coordinate with the supply chain team regarding incoming goods.

Handle customs clearance notifications for incoming goods.

Support for LMW documents monthly at the customs office

Requirements:

Minimum 3 year of experience, preferably in sales admin teams, and have experience of handling logistics and LMW.

Good command of written and spoken English. Proficiency in Mandarin would be an added advantage due to the nature of business communication with a diverse range of clients and stakeholders.

Proficiency in computer-aided systems such as SQL.

Strong Excel and Microsoft Office skills.

Qualification: Diploma or equivalent.