Sales Administrator

SPW CIRCULAR SERVICES SDN. BHD.; Petaling Jaya; On-site; MYR 33,000 - 58,000; Full time

Job summary

SPW Circular Services Sdn. Bhd. seeks a detail-oriented Sales Admin Executive to support the sales team with admin tasks, project tracking, and documentation in Petaling Jaya. The role requires strong organisation, reliability, and the ability to manage multiple tasks with minimal supervision.

You will maintain records, prepare quotations, assist with SRFs and project trackers, coordinate with internal teams and partners, and ensure timely, accurate submissions. Fresh graduates welcome.

Qualifications

• Diploma or degree in Business Administration, Sales Administration, Operations, or a related field.
• Fresh graduates are welcome; relevant administrative experience is an advantage.
• Strong written and verbal communication skills in English and Bahasa Melayu.
• Good working knowledge of Gmail, Microsoft Excel, Word and other office applications.
• Ability to manage multiple tasks, prioritise work, and meet deadlines.
• Proactive, responsible, and willing to learn.
• Experience in logistics, asset management, IT equipment, or project administration would be an advantage.

Responsibilities

• Prepare, update, and maintain sales-related documents, quotations, reports, and records.
• Assist with preparing Sales Request Forms (SRFs), maintaining and updating live project trackers, and keeping project documentation organised and up to date.
• Ensure all documents are complete, accurate, properly filed, and submitted within the required timelines.
• Track project status and maintain updated records in the relevant systems.
• Coordinate with internal teams, local partners, and customers to obtain the information required for ongoing projects.
• Proactively follow up on outstanding information, documents, approvals, and action items.
• Monitor project progress and highlight potential delays or issues to the relevant account manager.
• Ensure assigned tasks are followed through to completion without repeated reminders.
• Update and maintain inventory records, project trackers, and reporting spreadsheets.
• Verify information carefully to minimise errors, duplicate entries, missing details, and discrepancies.
• Assist with preparing audit reports, asset-related documentation, and other project deliverables.
• Ensure all records are consistent across the relevant documents and systems.
• Provide day-to-day administrative support to the account management team.
• Assist with quotation preparation, document submissions, invoicing follow-ups, and project status updates.
• Support the coordination of collections, deliveries, asset processing, and other IT Asset Disposition (ITAD) activities.
• Escalate unclear requirements, discrepancies, and operational issues promptly rather than making assumptions.

Skills

Organisational skills

Multitasking

Communication skills

Proactive attitude

Independent worker

Team collaboration

Education

Diploma or degree in Business Administration, Sales Administration, Operations, or related field

Tools

Asana

Google Workspace

Pipedrive

Job description

We are looking for a detail-oriented, organised, and proactive Sales Admin Executive to support the sales team with administrative tasks, project coordination, documentation, and follow-ups.

The ideal candidate must be able to manage multiple tasks, maintain accurate records, communicate effectively with internal teams and external stakeholders, and complete assigned work within the required timelines. Strong attention to detail, ownership, and the ability to work independently are essential for this role.

Key Responsibilities

Prepare, update, and maintain sales-related documents, quotations, reports, and records.

Assist with preparing Sales Request Forms (SRFs), maintaining and updating live project trackers, and keeping project documentation organised and up to date.

Ensure all documents are complete, accurate, properly filed, and submitted within the required timelines.

Track project status and maintain updated records in the relevant systems.

2. Project Coordination & Follow-ups

Coordinate with internal teams, local partners, and customers to obtain the information required for ongoing projects.

Proactively follow up on outstanding information, documents, approvals, and action items.

Monitor project progress and highlight potential delays or issues to the relevant account manager.

Ensure assigned tasks are followed through to completion without repeated reminders.

3. Data Management & Reporting

Update and maintain inventory records, project trackers, and reporting spreadsheets.

Verify information carefully to minimise errors, duplicate entries, missing details, and discrepancies.

Assist with preparing audit reports, asset-related documentation, and other project deliverables.

Ensure all records are consistent across the relevant documents and systems.

Provide day-to-day administrative support to the account management team.

Assist with quotation preparation, document submissions, invoicing follow-ups, and project status updates.

Support the coordination of collections, deliveries, asset processing, and other IT Asset Disposition (ITAD) activities.

Escalate unclear requirements, discrepancies, and operational issues promptly rather than making assumptions.

5. Communication & Accountability

Respond to emails and internal requests professionally and within the expected timeframe.

Provide clear updates on task progress and communicate delays before they affect project timelines.

Take ownership of assigned tasks and ensure all outstanding items are properly tracked.

Follow established procedures and maintain confidentiality when handling customer and company information.

Job Requirements

Diploma or degree in Business Administration, Sales Administration, Operations, or a related field.

Fresh graduates are welcome to apply; relevant administrative experience is an advantage.

Good working knowledge of Gmail, Microsoft Excel, Word and other office applications.

Strong attention to detail and good organisational skills.

Good written and verbal communication skills in English and Bahasa Melayu.

Ability to manage multiple tasks, prioritise work, and meet deadlines.

Proactive, responsible, and willing to learn.

Able to work independently while collaborating effectively with the team.

Experience in logistics, asset management, IT equipment, or project administration would be an advantage.

Expected Performance & Work Standards

The successful candidate is expected to:

Understand instructions and execute assigned tasks accurately.

Check work before submission instead of relying on others to identify errors.

Ask questions when requirements are unclear and take notes to avoid repeating the same mistakes.

Maintain a systematic record of pending tasks and follow-ups.

Identify missing information or inconsistencies and raise them proactively.

Demonstrate continuous improvement in speed, accuracy, independence, and overall work quality.

Preferred Skills & Tools:

Familiarity with Asana, Google Workspace, and Pipedrive.

Strong organizational and multitasking skills.

Ability to coordinate and communicate effectively with the Operations team for scheduling and workflow.

Detail-oriented with a proactive attitude.

Requirements:

Diploma or Bachelor’s degree in Business, Marketing, or related field preferred.

1–3 years of experience in sales support, sales administration, or customer service.

Strong organizational and multitasking skills.

Excellent written and verbal communication skills in English / Local Language.

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and CRM tools.

Detail-oriented with a proactive attitude.

Ability to work independently and as part of a team.

Preferred Qualifications:

Familiarity with IT or tech industry (optional if relevant).

Experience in handling sales reporting and data analysis.