Sales Admin Executive (Mandarin Speaker)

techware Group; Malacca City; On-site; MYR 45,000 - 78,000; Full time

Job summary

techware Group is seeking a sales admin with logistics coordination experience to manage purchase orders, verify designs and pricing, and obtain approvals before creating sales orders.

You will follow up on pending orders, liaise with production and logistics, and keep customers informed with updated delivery dates. The role requires strong English, MS Office skills, and the ability to handle invoicing and documentation onsite in Bukit Rambai, Melaka.

Qualifications

• Minimum 2–3 years of experience in sales admin or related roles.
• Good command of written and spoken English; Mandarin is a plus.
• Proficiency in Excel and Microsoft Office; familiarity with SQL/Dynamics is a plus.

Responsibilities

• Review and process purchase orders, verify design versions and pricing for approval.
• Follow up on orders and provide daily customer updates; update portal with delivery dates.
• Coordinate shipments with logistics and inform teams about order allocations to production.
• Handle invoicing and shipping documentation; manage office files and records.

Skills

Excel

Microsoft Office

SQL

Dynamics

English proficiency

Mandarin language

Education

Diploma or Degree

Job description

• Review customers' purchase orders, check the versions of the designs, prices and etc, and submit for approval before creating 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 production teams.
• Answer and direct phone calls in a polite and professional manner.
• Take charge for the issuance of the invoicing and also shipments.
• Work closely with the productions team for the orders fulfillments.
• Manage and organize office files, documents, and records, including the invoicing.
• Provide general administrative support to team members as needed.
• This role is report direct to Managing Director, Sales Director and Finance Head.

Admin:

• 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.
• Liaise with the production teams and also logistic teams.
• Other tasks as assigned by superiors.

Logistics & 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 LMW documents monthly at the customs office.

Requirements:

• Minimum 2-3 years of experience, preferably in sales admin teams, and preferable have experience of handling 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/Dynamic.
• Strong Excel and Microsoft Office skills.
• Qualification: Diploma, Degree or equivalent.
• Remuneration is depends on the qualification, skill set and experiences.
• Onsite only. Must be willing to work at Bukit Rambai area.