Inside Sales Executive

Focal Search Pte Ltd; Singapore; On-site; SGD 39,000 - 50,000; Full time

Job summary

Focal Search Pte Ltd in Singapore seeks an operations support professional to manage quotations, orders, and invoicing. You will coordinate across internal teams to fulfill client requests and ensure timely delivery, with a focus on accuracy in documentation.

The role requires meticulous record-keeping, proactive communication with clients, and sharp time-management to handle multiple projects and billing steps, including preparation of printouts for sales manager review.

Qualifications

• Time management and coordination skills are essential for tasks assigned by the business or sales manager.
• Experience with shipping/forwarding coordination and documents.
• Ability to prepare invoices, quotations, and supporting printouts for review.

Responsibilities

• Manage quotation requests and generate quotes in ERP, then forward to clients.
• Assign project numbers, view work files, execute orders, and create job numbers.
• Coordinate with internal departments after client confirmation.
• Coordinate email communications with clients regarding delivery instructions.
• Issue delivery orders and contact SCM for pickup and delivery.
• Create shipment documentation and liaise with shipping/forwarding companies to export goods.
• Send PRs to the supply chain so suppliers can receive purchase orders.
• Verify supplier invoices and finalize month-end job files and costing sheets.
• File vendor invoices for payment processing.
• Maintain records of project milestones and issue invoices to clients.
• Prepare draft invoice components (quotation, PO, emails, timesheet, expenses) for review before billing.

Job description

• Managing quotation requests, generating quotes in ERP, and forwarding quotes to clients.
• To assign project numbers, view work files, execute orders, and create job numbers.
• After receiving confirmation of the client's request, coordinate with the internal department to carry it out.
• Email correspondence and communication with the client regarding delivery instructions and readiness
• Delivery orders are issued, and SCM is contacted for pickup and delivery.
• Time management and coordination skills are essential for any task that the business manager or sales manager assigns.
• Creating shipment documentation and communicating with a shipping/forwarding company in order to export goods
• Send purchase requisition forms (PRs) to the supply chain division so that the supplier can receive a purchase order.
• Verify the supplier's invoice for payment, close the necessary job files that were anticipated for the month, and print the quotation and job costing sheet for the sales manager to evaluate.
• Make sure all vendor invoices are filed in job files and submitted for payment processing.
• Maintain a record of every project milestone and send the appropriate invoice to the client.
• Prior to the actual billing invoice being sent to the customer, the drafting specification of the invoice must be prepared with all required printouts, such as the quotation, customer purchase order, email confirmation, onsite timesheet, and general expenses, for the sales manager and business manager to review and approve.