Sales Administration Executive

Beryl's Chocolate & Confectionery Sdn Bhd; Bandar Baru Bangi; On-site; MYR 33,000 - 61,000; Full time

Job summary

Beryl's Chocolate & Confectionery Sdn Bhd is seeking a Sales Administration Executive to support day-to-day sales operations, invoice processing, and coordination with production and export teams. The role emphasizes accuracy in orders, records, and customer communications within a fast-paced manufacturing environment.

Candidates should have at least a diploma or higher, with 2 years in manufacturing, and proficiency in Bahasa Malaysia, English and Mandarin. SQL knowledge is an advantage.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Bahasa Malaysia proficiency

English proficiency

Mandarin proficiency

Communication skills

Interpersonal skills

Multitasking

Education

SPM/STPM/Diploma/Degree or equivalent

Tools

SQL

Job description

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.

Beryl's Chocolate and Confectionery Sdn Bhd was created with one single aim - excellence. Since the company was established in 1995, our focus has been on producing the very best chocolates for both the local and global markets.

Our first factory was set up in 1995 in the small town of Desa Serdang located at the southern zone of Kuala Lumpur. From humble beginnings, our company started off by manufacturing consumer pack chocolates that were sold mainly to duty free shops and supermarkets across the country. From there, we took the first steps to establishing Beryl's as a major regional chocolatier.

Shortly after that in 1998, we relocated and built our new factory in the Seri Kembangan Industrial Area where we increased our production lines to provide an even more diverse range of chocolate products to fulfil our promise for high quality and delicious chocolates to our customers.

Beryl's Chocolate and Confectionery Sdn Bhd was created with one single aim - excellence. Since the company was established in 1995, our focus has been on producing the very best chocolates for both the local and global markets.

Our first factory was set up in 1995 in the small town of Desa Serdang located at the southern zone of Kuala Lumpur. From humble beginnings, our company started off by manufacturing consumer pack chocolates that were sold mainly to duty free shops and supermarkets across the country. From there, we took the first steps to establishing Beryl's as a major regional chocolatier.

Shortly after that in 1998, we relocated and built our new factory in the Seri Kembangan Industrial Area where we increased our production lines to provide an even more diverse range of chocolate products to fulfil our promise for high quality and delicious chocolates to our customers.

What can I earn as a Sales Administration Executive