Sales Coordinator

Menarini; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading pharmaceutical company in Malaysia is seeking an Administrative Coordinator to provide comprehensive support to the Sales Department. The role includes managing reports, coordinating tender submissions, ensuring compliance with internal policies, and maintaining efficient communication with internal and external stakeholders. Candidates should possess a Degree/Diploma in Business or Marketing and have 1-2 years of experience in administrative functions. Organization and communication skills are essential for success in this role.

Qualifications

• 1 – 2 years of experience in performing secretarial or administrative functions is preferred.
• Computer literate with knowledge in MS Office.

Responsibilities

• Provide administrative support to ensure efficient running of the Sales Department.
• Prepare reports, presentation slides and correspondences.
• Manage and maintain the filing of all documents as required.
• Coordinate tender submissions with the Marketing Department.

Skills

Organizational skills

Communication skills

Interpersonal skills

MS Word

Excel

PowerPoint

Education

Degree/Diploma in Business, Marketing or relevant disciplines

Job description

Provide administrative support to ensure efficient day-to-day running of the Sales Departments. Liaise closely with internal customers (AMs, SFE Manager, Training Manager, Marketing Manager, Product Managers and Supply Chain) and external customers (Zuellig Pharma Representatives, Tender Agents and customers of Sales Department).

Duties and Responsibilities

Performing Administrative Duties

Prepare reports, presentation slides and all other correspondences.

Send out all correspondences such as letters, faxes, etc. within the specified time.

Distribution of correspondence and/or mails within department and inter-departments.

Manage and maintain the filing of all documents as required by the respective SOPs on Control of Product Samples and Sales Orders/Contracts/Tenders/Quotations from MPH teams.

Plan, organize and scheduling appointments and meetings with internal and external customers.

Ensure accuracy of reports and timeliness of distribution to respective stakeholders.

Travel arrangement for all Sales Representatives & First Line Managers.

Preparing Tender/ LPO Quotations

Generate quotations upon request from SIE/Product Specialist/ AMs/ NSMs and fax to requesting parties.

Forward hospital quotation requests from tender agents to Zuellig Pharma (ZP) to generate quotations.

Ensure SIE/Product Specialist, AMs, NSMs, tender agents or ZP receive copy of quotation for appropriate follow up.

Prompt filing of quotations for easy retrieval.

Coordinate tender submission with Marketing Department.

Pricing – Contracts Approval, Price reviews and Filing

Take telephone sales orders and fax to ZP.

Follow-up closely on urgent orders and provide feedback to customers.

Ensure accuracy of sales orders and contracts generated.

Generate pricing contracts upon request from AMs/ NSMs and route for approval (as per Customer Pricing Process SOP).

Update Zuellig Pharma on the latest contractual prices or other price list as per Customer Pricing Process SOP.

Perform contractual price analysis and bonus verifications for annual Pricing Committee Review.

Retrieve a monthly price and bonus exception document, detailing all price and/or bonus deviation from the prices maintained in the system, for review by Sales Director.

Generate an overall Average Selling Price report on a quarterly basis for review by Sales Director.

Proper filing of all approved Price Lists, Contractual Prices, Special Prices and the relevant supporting documents for duration stated in the Customer Pricing Process SOP.

Adherence to Menarini and Industry Code of Conduct, Ethics and PhAMA Code

Ensures compliance with Menarini Code of Conduct, Audits requirements, codes and Standard Operating Procedures.

Ensures that company confidentiality is maintained (i.e. intellectual property, product, strategic and personnel information).

Lead Coordinator (Sales Department) for National Sales Conference & POA.

Work as a Team with all Coordinators in the necessary area.

Performs any other tasks that may be assigned from time to time.

Position Requirements/Qualifications

Degree/Diploma in Business, Marketing or relevant disciplines.

1 – 2 years of experience in performing secretarial or administrative functions is preferred.

Computer literate (knowledge in MS Word, Excel and PowerPoint).

Organized, good communication and interpersonal skills.