Sales Support Officer

Job Scope:

1. Respond to customer inquiries via email, fax, phone, letters, or other communication channels
2. Provide information on product availability, delivery dates, and delivery locations
3. Ensure accurate and timely processing of customer orders
4. Prepare supporting documents, enter orders into the system, and track their progress
5. Handle special orders for out-of-stock items and update customers when items become available, working closely with the supply chain and warehouse teams
6. Manage filing, coordinate shipping and delivery documents, and handle LC negotiations with banks
7. Prepare documents and track records for sales meetings; attend and participate in meetings
8. Work with other departments—such as the technical team for product-related queries
9. Coordinate with accounts for customer payments, deposits, refunds, and stock returns; work with supply chain and logistics on PR/PO processing and delivery scheduling
10. Handle all shipping and customs invoices independently and liaise with forwarders and shipping agents
11. Prioritize tasks to meet deadlines and adjust priorities as needed to stay efficient
12. Process and update purchase orders and records in the system
13. Check order confirmations against POs/system and report any discrepancies to the supply chain
14. Verify supplier invoices against POs/system records
15. Negotiate shipping rates with approved forwarders in line with company policy
16. Coordinate all incoming shipments, ensuring cost efficiency and tracking of consignments

Requirements:

1. Must have at least a professional certificate, GCE ‘O’ Level, NITEC, Diploma, or an equivalent qualification
2. Minimum 2–3 years of relevant work experience required
3. Able to work well under pressure in a fast-paced environment
4. Self-motivated and adaptable to change
5. Proficient in Microsoft Office