Sales Administrator

Mdm Ling Bakery; Singapore; On-site; SGD 27,000 - 40,000; Full time

Job summary

Mdm Ling Bakery in Singapore is seeking a Sales Administrator to own the order-to-invoice process, coordinating with sales, warehouse and logistics teams to ensure accurate orders, timely deliveries and smooth invoicing.

You will handle enquiries, prepare quotations, orders, and delivery docs, maintain records, and support corporate and bulk orders. A diploma and 2 years' experience preferred; strong Excel/Sheets skills and customer-focused communication will help you succeed.

Qualifications

• Polytechnic Diploma in Business Administration or related discipline.
• Preferably 2 years of experience in sales administration or order processing.
• Meticulous with pricing, quantities and delivery dates.
• Strong Excel/Google Sheets skills; familiarity with lookups and pivot tables is a plus.
• Excellent written and spoken communication; customer-focused.

Responsibilities

• Attend to customer enquiries and process orders accurately, confirming items, quantities, pricing and delivery details.
• Prepare quotations, sales orders and invoices, and follow up on outstanding payments.
• Prepare gift cards, packing lists and delivery orders for the warehouse.
• Coordinate with warehouse and logistics teams to keep orders on schedule and inform customers of changes.
• Process amendments, postponements and cancellations and update all teams and documents.
• Maintain order trackers, customer records and stock checks to keep sales data current.
• Prepare weekly and monthly sales and order reports for management.
• Support corporate, bulk and festive orders from quotation through post-delivery follow-up.
• Provide support in sales projects and initiatives.

Skills

Detail-oriented

Excel/Sheets

Customer service

Communication skills

Organised

Education

Polytechnic Diploma in Business Administration

Tools

Microsoft Excel

Google Sheets

Job description

Mdm Ling Bakery is a Singapore bakery brand built on a simple promise: Love Them All. We bake in our own facility, run our own warehouse and manage our own deliveries, serving retail, e-commerce, corporate gifting, wholesale and institutional customers across Singapore.

About The Role

Sales administration sits at the centre of how we serve our customers. Every order passes through this desk, from the first enquiry to the invoice, the packing list and the delivered box. We are looking for a Sales Administrator to take ownership of that process, working alongside our sales, warehouse and logistics teams.

You do not need an F&B background. You do need accuracy under pressure, a warm manner with customers, and the instinct to check something that looks wrong rather than pass it along. This role is the entry point into our commercial team, and there is a path from here into owning your own accounts. We will walk you through it at interview.

Responsibilities

• Attend to customer enquiries and process orders accurately, confirming items, quantities, pricing and delivery details before an order goes ahead.
• Prepare quotations, sales orders and invoices, and follow up with customers on outstanding payment.
• Prepare gift cards, packing lists and delivery orders for the warehouse team in good time for packing.
• Coordinate with the warehouse and logistics teams so orders are fulfilled on schedule, and keep customers informed of any change.
• Process amendments, postponements and cancellations, making sure every affected team and document is updated.
• Maintain order trackers, customer records and stock checks so that our sales information stays current and correct.
• Prepare weekly and monthly sales and order reports for management.
• Support corporate, bulk and festive orders from quotation through to post-delivery follow-up.
• Provide support in sales projects and initiatives.

Requirements

• A Polytechnic Diploma in Business Administration, Supply Chain or a related discipline, or equivalent relevant experience.
• Preferably 2 years of relevant working experience in sales administration, order processing or customer service.
• Meticulous and detail-oriented, particularly with pricing, quantities and delivery dates.
• Strong digital skills, including proficiency in Microsoft Excel or Google Sheets. Comfort with spreadsheets beyond basic use (lookups, pivot tables) will be an advantage.
• Able to manage several live orders at once and stay organised during peak festive periods.
• Good written and spoken communication skills, with a customer-oriented approach.
• Able to take initiative, work independently and collaboratively in teams.
• Experience in the F&B, retail, e-commerce or logistics sectors will be advantageous.
• Exposure to corporate gifting, bulk orders or invoicing will be viewed favourably.