Sales Coordinator / Administration& Office Support

Lunacare Sdn Bhd; Seberang Perai; On-site; MYR 100,000 - 150,000; Full time

Job summary

A local company in Malaysia seeks a detail-oriented Sales Support Coordinator to handle sales documentation, customer inquiries, and payment follow-ups. The ideal candidate should be proficient in Malay, English, and Mandarin and possess strong organizational skills. Responsibilities include preparing quotations, coordinating with production and warehouse, and maintaining office inventory. Join a dynamic team where customer service and problem-solving are key.

Qualifications

• Excellent communication skills in multiple languages.
• Detail-oriented and organized individual.
• Ability to manage multiple tasks effectively.

Responsibilities

• Prepare quotations and sales orders for customers.
• Follow up with customers on order confirmations.
• Chase outstanding payments and send reminders.
• Maintain office stock inventory and assist with HR tasks.

Skills

Strong communication skills in Malay, English, and Mandarin

Organized and detail-oriented

Good follow-up skills

Customer-friendly with problem-solving attitude

Proficient in Excel/Google Sheets

Job description

1. Sales Documentation ( SQL SYSTEM) (Main Responsibilities)

• Prepare Quotation for customers.
• Create Sales Order (SO) once customer confirms order.
• Issue Sales Invoice / Proforma Invoice for billing.
• Prepare Delivery Order (DO) for warehouse & courier dispatch.
• Maintain and update product pricing, order records, and customer details.
• Ensure all sales documents are accurate and properly filed.

2. Sales Support

• Follow up with customers on order confirmations and required details.
• Coordinate with Production on scheduling and job orders.
• Coordinate with Warehouse for packing, delivery, and courier arrangements.
• Prepare weekly/monthly sales reports.
• Handle basic customer enquiries regarding order status, lead time, and documentation.

3. Payment & Finance Support

• Chase outstanding payments (follow up on overdue invoices).
• Send payment reminders and statements to customers.
• Update payment tracking sheet and highlight overdue accounts to management.
• Liaise with accounts department regarding receipts and payment status.
• Ensure all invoicing is done on time to avoid delays in collection.

4. Administrative Support

• Replenish office items (stationery, printing supplies, pantry items, sample bottles, etc.).
• Maintain office stock inventory and ensure sufficient supplies.
• Assist in courier bookings, document preparation, and filing.
• Support HR/admin tasks such as attendance forms, leave documentation, and general office coordination.

5. Required Skills & Qualities

• Strong communication skills in Malay, English, and Mandarin. "We are looking for Mandarin-speaking candidates who will be serving Mandarin-speaking customers."
• Organized, detail-oriented, and good at multitasking.
• Good follow-up skills (especially for payment chasing).
• Customer-friendly with a problem-solving attitude.
• Proficient in Excel/Google Sheets, WhatsApp, and basic sales documentation systems.