Sales & Orders Administrator – Logistics, Docs & Support

Winstar Aluminium Manufacturing Sdn Bhd; Kuala Lumpur; On-site; MYR 39,000 - 58,000; Full time

Job summary

WINSTAR ALUMINIUM MANUFACTURING SDN BHD is seeking an Administration Executive to support sales operations in Malaysia. You will prepare quotations, sales orders, DOs, and invoices, verify RFQ requirements with sales and engineering, and coordinate with teams on inquiries and delivery schedules.

The role requires 2–3 years of relevant experience, strong MS Office skills, and familiarity with ERP/CRM systems. English and Malay communication is essential; Chinese is a plus.

Qualifications

• 2–3 years of relevant experience in sales coordination, admin support, or order management.
• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with ERP or CRM systems.
• Strong verbal and written communication in English and Malay; Chinese a plus.

Responsibilities

• Prepare and issue quotations, SOs, picking lists, DOs, and invoices in a timely and accurate manner.
• Verify RFQ requirements with sales and engineering teams to ensure pricing and details are correct.
• Coordinate with the sales team on customer inquiries, project requirements, and delivery schedules.
• Follow up with the sales team on order confirmations, documentation requirements, and delivery status.
• Handle walk-in customers and provide professional assistance when required.
• Collaborate with internal departments to ensure efficient handling of orders, inquiries, and deliveries.
• Manage and monitor the entire sales cycle to ensure smooth workflow and timely follow-up on all orders.
• Generate and issue picking lists for the warehouse team to prepare and pack goods.
• Coordinate with the warehouse on stock availability, stock adjustments, packing progress, and delivery arrangements.
• Handle stock adjustments, product returns, exchanges, and rejected goods in coordination with relevant teams.
• Verify and ensure all returned documents contain the necessary information, stamps, and signatures before filing.
• Maintain proper filing and record-keeping for DOs, invoices, customer POs, and other related documents.
• Keep accurate and up-to-date records of project logs / RFQs for tracking and reporting purposes.
• Monitor and ensure completeness of all order-related documentation.
• Track project status, delivery timelines, and follow up on outstanding orders.
• Support general office administrative functions related to sales operations.
• Perform ad-hoc tasks as assigned by superiors or management.

Skills

MS Office

Communication

ERP/CRM systems

Tools

ERP systems

CRM systems

Job description

WINSTAR ALUMINIUM MANUFACTURING SDN BHD is seeking an Administration Executive to support sales operations in Malaysia. You will prepare quotations, sales orders, DOs, and invoices, verify RFQ requirements with sales and engineering, and coordinate with teams on inquiries and delivery schedules.

The role requires 2–3 years of relevant experience, strong MS Office skills, and familiarity with ERP/CRM systems. English and Malay communication is essential; Chinese is a plus.