Sales Administration Executive

Beryl's Chocolate Sdn Bhd; Bandar Baru Bangi; On-site; MYR 28,000 - 50,000; Full time

Job summary

Beryl's Chocolate Sdn Bhd in Bandar Baru Bangi seeks an Administrative Sales Assistant to support daily Sales Department operations and order processing. You will receive and record customer orders, liaise with Production on schedules, and maintain customer data with accuracy.

The role requires at least 2 years in manufacturing, fluency in Bahasa Malaysia, English and Mandarin, and strong communication and multitasking abilities. Computer literacy with SQL knowledge is a plus.

Qualifications

• Requires SPM/STPM/Diploma/Degree or equivalent.
• At least 2 years in manufacturing industry.
• Proficiency in Bahasa Malaysia, English and Mandarin.
• Good interpersonal, communication, negotiation and persuasion skills.
• Ability to meet deadlines and multitask in a fast-paced environment.
• Computer literate; knowledge of SQL an added advantage.

Responsibilities

• Assist in the day-to-day operations of the Sales Department.
• Receive, process and maintain records of incoming customer orders.
• Forward confirmed customer orders to the Production Department for processing.
• Liaise with Production on production schedules, stock availability and order status.
• Provide administrative support to members of the sales team.
• Maintain accurate customer records and filing systems.
• Monitor orders and handle changes, cancellations, or payment status.
• Prepare invoices, credit notes and other sales documents on time.
• Prepare export invoices, packing lists and other export documents.
• Obtain export certificates and related documents as required by destination country.
• Ensure export docs comply with shipping and customs rules.
• Coordinate with customers, freight forwarders, banks and authorities for shipments.
• Track shipment progress and inform internal teams and customers.

Skills

Bahasa Malaysia

English

Mandarin

Interpersonal skills

Negotiation

Education

SPM/STPM/Diploma/Degree

Tools

SQL

Job description

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Beryl's Chocolate Sdn Bhd – Bandar Baru Bangi, Selangor

Assist in the day-to-day operations of the Sales Department.

Receive, process and maintain proper records of incoming customer orders.

Forward confirmed customer orders to the Production Department for processing.

Liaise with the Production Department regarding production schedules, job-sheet status, stock availability and order completion.

Provide administrative and operational support to members of the sales team.

Maintain accurate and up-to-date departmental databases, customer records, sales documents and filing systems.

Establish and maintain good working relationships with existing and potential customers.

Monitor existing orders and take the necessary action on any changes, including cancellations, order holds, amendments and payment status.

Prepare and issue invoices, credit notes and other relevant sales documents accurately and on time.

Prepare export invoices, packing lists, delivery orders and other export-related commercial and shipping documents.

Apply for and obtain the necessary export certificates, permits and supporting documents, including Certificates of Origin, health certificates, free-sale certificates and any other documents required by the importing country or customer.

Ensure that all export documentation complies with customer requirements, shipping instructions, customs regulations and the requirements of the destination country.

Liaise with customers, freight forwarders, shipping lines, transporters, customs agents, banks, government authorities and certification bodies to ensure smooth and timely export shipments.

Coordinate the preparation, checking and submission of shipping documents, including Bills of Lading, Air Waybills and other documents required for customs clearance and payment processing.

Monitor export shipment schedules and keep customers and relevant internal departments informed of shipment and delivery status.

Maintain complete and accurate records of export invoices, certificates, permits, shipping documents and customer correspondence for audit and compliance purposes.

Ensure that customers receive the required level of service and that enquiries and complaints are handled promptly and professionally.

Monitor and coordinate planned deliveries and sales orders and prepare daily reports on goods delivered or shipped.

Follow up on outstanding payments, shipping documents and any export-related issues that may delay the processing or delivery of orders.

Undertake any other duties and responsibilities assigned by Management from time to time.

Requirements:

Candidate must possess at least SPM/STPM/Diploma/Degree or its equivalent.

At least 2 years of working experience in manufacturing industry.

Proficiency in Bahasa Malaysia, English and Mandarin.

Good interpersonal, communication, negotiation and persuasion skills.

Ability to work within deadlines and multi-task in a fast-paced environment.

Possess positive attitude, self-motivated and self-discipline.

Must be computer literate with knowledge in using SQL will be an added advantage.