Sales Admin Officer

Kimgres Australia Pty.; Kulai; On-site; MYR 30,000 - 52,000; Full time

Job summary

Kimgres Australia Pty. is seeking a diligent Sales Admin Officer to manage customer orders, coordinate deliveries, and handle documentation in a timely and accurate manner. The role requires strong communication across departments to ensure smooth order flow from warehouse to customers.

Based in Senai, Johor, Malaysia, the position involves on-site duties, daily reporting, and close interaction with logistics and production teams to meet delivery deadlines and maintain service quality.

Qualifications

• Experience in handling sales orders and customer communications.
• Ability to monitor stock levels and coordinate deliveries.
• Proficient in creating and checking delivery notes, PO/SO/DN, and related documents.

Responsibilities

• Attend to customer orders and delivery status inquiries.
• Key in sales orders and process deliveries according to schedule.
• Perform administrative duties and filing; support branch manager as needed.
• Prepare and update daily reports on orders, deliveries, and stock.

Skills

Customer service

Order processing

Stock monitoring

Documentation handling

Inter-department communication

Job description

Location:

Senai, Johor

Nature and Scope

The Sales Admin Officer is responsible for all sales administrative tasks inclusive of managing customer’s orders by ensuring timely deliveries and deadlines set by customers while maintaining high level of quality service. Attending to customer’s request promptly pertaining to customer’s orders/ complaints, performing order processing PO, SO, DN for projects, dealers, customers in the company system. Attention to detailed, stock monitoring, ensure seamless delivery on time to customer with the right quantity and item and be able to communicate effectively in between inter-department team and customers.

Roles and Responsibilities

1) Customer services

• Attend to customer pertaining to their orders and their delivery status.
• Advising customers of stocks arrival and confirmation with customer on the delivery schedules.
• Attend to all requirements of customers with regards to documentations support such as duplicating of our Delivery Orders, their Delivery Instructions and other documents.
• Ensure customer/site received tiles within 72 hours once the trucks have picked the tiles from our warehouse.
• Attend to customers’ enquiry on stock availability.

2) Order Processing

• Key in Sales Order and process sales order according to schedule.
• Generate Delivery Note.
• Prepare credit note requisition to account department for any good return.
• Do goods transfer from branches if there is a need
• Issue Delivery Note/ purchase requisition to factory(Seremban/ PJ)to arrange deliveries to our customers based on the quantities required as per the PO.
• Maintain proper documentation of order received.
• Update the delivery status on the respective orders’ delivery schedule.
• Issue internal stock requisition once there is no stock in our warehouse to fulfill customers’ requirement.
• Monitor on credit limit control and advise accordingly of any defaulter before the delivery note is created.
• Liaise with transporters and customer on the accurate quantity to be delivered.

3) Administrative Duties

• Faxing, to ensure filing and correspondences is properly filed.
• To do relief and general ad hoc duties.
• To perform any other duties as may be assigned from time to time by the Branch Manager or the management.
• Arrange acknowledge copy of DN sent to distributor/customer for verification.
• Generate staff monthly attendance report, update medical, leave records & related HR report .

4) Reports

• Prepare customers order deliveries status and outstanding order report in excel sheet daily.
• Update and checking on customers’ reservation file regularly.
• Preparation of Outstanding Orders report and submit to Production for planning to place more production.