Senior Sales Administrator

HFC Tech; Selangor; On-site; MYR 60,000 - 90,000; Full time

Job summary

HFC Tech in Selangor, Malaysia, is seeking a Sales Administration professional to manage the full order and quotation cycle from quotation to delivery, ensuring accuracy and timely service.

You will coordinate between customers, engineering, and warehouse teams, process orders, issue invoices, handle inquiries, and support onboarding of new staff. A Diploma or higher in business; 5+ years in sales admin; English and Mandarin; MS Office and ERP proficiency are required.

Qualifications

• Diploma or above in Business Administration, Sales, or related field.
• Minimum 5 years of relevant experience in sales administration, order processing, or customer service.
• Strong customer service skill sets with a proactive, solution-oriented mindset.
• Good command of English and Mandarin (spoken and written); ability to liaise with both local and overseas customers.
• Proficient in Microsoft Office (Excel, Word) and ERP/order management systems.
• Strong attention to detail, organizational, and multitasking abilities.
• Good communication and interpersonal skills, with the ability to coordinate across departments.
• Able to work independently and handle pressure in a fast-paced environment.

Responsibilities

• Prepare and issue accurate, timely quotations following approval workflow
• Process and release sales orders; follow up on purchase orders and overdue orders
• Coordinate with Warehouse/Logistics on deliveries, courier arrangements, and shipping costs
• Create and submit invoices, ensuring alignment with orders and packing lists; handle e-invoicing requirements
• Respond to customer inquiries and handle complaints, escalating when necessary
• Coordinate sample requests, track delivery timelines, and maintain sample request records
• Monitor debtor turnover, issue Statements of Account, and follow up on outstanding payments
• Maintain and enhance customer satisfaction; support customer feedback surveys
• Complete registration documentation for new customers
• Liaise daily with Engineering, Warehouse, and Finance to resolve issues
• Maintain records of customer communications and prepare sales reports
• Support onboarding and training of new Customer Service staff

Skills

Customer service

English & Mandarin

ERP/order management

MS Office

Attention to detail

Multitasking

Interpersonal skills

Independent worker

Education

Diploma or above in Business Administration, Sales, or related field

Tools

ERP/order management systems

Microsoft Excel

Microsoft Word

Job description

Jora Malaysia will close on 16th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Job Overview:

Manage the full order and quotation cycle for customers, from quotation to delivery, ensuring accuracy, timeliness, and high service standards. Act as the main point of coordination between customers, engineering, and warehouse teams, while supporting the training of new customer service staff.

Key Responsibilities:

Prepare and issue accurate, timely quotations following approval workflow

Process and release sales orders; follow up on purchase orders and overdue orders

Coordinate with Warehouse/Logistics on deliveries, courier arrangements, and shipping costs

Create and submit invoices, ensuring alignment with orders and packing lists; handle e-invoicing requirements

Respond to customer inquiries and handle complaints, escalating when necessary

Coordinate sample requests, track delivery timelines, and maintain sample request records

Monitor debtor turnover, issue Statements of Account, and follow up on outstanding payments

Maintain and enhance customer satisfaction; support customer feedback surveys

Complete registration documentation for new customers

Liaise daily with Engineering, Warehouse, and Finance to resolve issues

Maintain records of customer communications and prepare sales reports

Support onboarding and training of new Customer Service staff

Requirements:

Diploma or above in Business Administration, Sales, or related field

Minimum 5 years of relevant experience in sales administration, order processing, or customer service

Strong customer service skill sets with a proactive, solution-oriented mindset

Good command of English and Mandarin (spoken and written); ability to liaise with both local and overseas customers

Proficient in Microsoft Office (Excel, Word) and ERP/order management systems

Strong attention to detail, organizational, and multitasking abilities

Good communication and interpersonal skills, with the ability to coordinate across departments

Able to work independently and handle pressure in a fast-paced environment