Sales Administrator

Medivet Group; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A pet care company in Kuala Lumpur seeks an experienced professional for sales support. The ideal candidate will generate leads, process orders, and assist the sales team with administrative tasks. Applicants should possess a degree in Secretarial or Business Studies and have 3-7 years of relevant experience. Proficiency in Bahasa Malaysia and English is essential, and familiarity with SQL Accounting and CRM systems is a plus. This role involves significant customer interaction and requires strong multitasking and organizational skills.

Qualifications

• Degree/diploma in Secretarial/Business Studies or equivalent.
• Min 3-7 years experience in client servicing and sales administration.
• Proficiency in Bahasa Malaysia and English, Mandarin is a plus.

Responsibilities

• Generate new leads and conduct market research.
• Process and verify sales orders accurately.
• Prepare and issue sales-related documentation.
• Resolve discrepancies related to orders and invoicing.
• Provide administrative support to the sales team.
• Communicate with customers regarding sales inquiries.
• Assist in resolving customer complaints professionally.
• Support sales team with travel and expense claims.
• Compile sales data for performance reports.
• Maintain an organized filing system for documents.
• Manage office supplies for the sales department.
• Assist in organizing and participating in events.

Skills

Client servicing

Order processing

Sales administration

Communication in Bahasa Malaysia

Communication in English

Microsoft Office Suite

SQL Accounting

Bitrix24 CRM

Organizational skills

Problem-solving

Customer service orientation

Interest in pets

Education

Degree/diploma in Secretarial/Business Studies

Tools

Google

Social media platforms

Job description

Qualifications

• Degree/diploma in Secretarial/Business Studies or equivalent (will be an added advantage)
• Min 3-7 years with client servicing, order processing, shipping & sales administration experience preferred
• Excellent written and verbal communication skills in Bahasa Malaysia and English. Proficiency in Mandarin or other local dialects is a plus, particularly for engaging with diverse customers.
• Strong proficiency in Microsoft Office Suite (especially Excel for data entry and basic reporting, Word, PowerPoint, Outlook).
• Excellent grasp of SQL Accounting, Bitrix24 CRM platform, Canva to support Social Media updates.
• Exceptional organizational skills and meticulous attention to detail and accuracy in data entry and documentation.
• Strong ability to multitask, prioritize work effectively under pressure, and manage deadlines.
• Proactive problem-solving abilities and a can-do attitude.
• Customer service-oriented with a polite, professional, and patient demeanor.
• A genuine interest in pets and understanding of pet nutrition basics would be beneficial.

Job Scope

• New leads generation & market research: Should be able to utilise google and various social media platforms to find new clients (Vet, Pet stores, grooming, boarding centre)
• Sales Order Processing & Fulfilment Management - Order Entry & Verification: Accurately receive, verify, and process sales orders from various channels (e.g., email, phone calls from sales team/customers, distributor portals, direct orders) into the company's Sales System (SQL Accounting )
• Documentation: Prepare and issue accurate sales invoices, delivery orders, credit notes, debit notes, and other relevant sales-related documentation.
• Discrepancy Resolution: Proactively investigate and resolve any discrepancies or issues related to orders, pricing, invoicing, or deliveries in a professional and efficient manner, involving relevant parties as needed.
• Sales Team & Customer Support -Administrative Support: Provide comprehensive administrative assistance to the sales team, including scheduling appointments, managing calendars, preparing sales presentations, proposals, reports, and other necessary documents.
• Customer Communication: Serve as a primary point in house for external customers (retailers, vet clinics) and internal sales staff for sales-related inquiries (e.g., product availability, pricing, order status, promotions).
• Complaint & Feedback Management: Assist in documenting and initiating the resolution process for customer complaints, feedback, or returns, escalating complex issues to the appropriate Sales Executive or Manager.
• Travel & Expense Support: Assist sales team members with processing and submitting their travel and expense claims in accordance with company policies.
• Data Compilation: Collect, compile, and summarize sales data from various sources to support the generation of daily, weekly, and monthly sales performance reports.
• Filing & Record Keeping: Establish and maintain an organized and efficient filing system for all sales-related documents, both physical and digital, ensuring easy retrieval and compliance with data retention policies.
• Office Supplies: Manage and order office supplies and equipment necessary for the smooth operation of the sales department.
• Meeting Support: Organize and prepare materials for sales meetings, compile meeting minutes, and track follow-up action items.
• Preparing & Participating in Event / Activities: Coordinate events and activities by supporting the marketing department in rolling out the activities on site & to participate as a cashier during events.

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