Admin Executive (Sales & Operations Coordinator)

Role Overview

The Operations & Sales Coordinator plays a key role in supporting the day-to-day operations of the company. The successful candidate will be responsible for coordinating service schedules, handling customer enquiries, preparing quotations, managing invoicing, maintaining accurate records, and providing administrative support to ensure smooth business operations.

This position requires a highly organised individual with strong communication skills, attention to detail, and the ability to manage multiple tasks in a fast-paced service environment.

Key Responsibilities

1. Operations Coordination & Scheduling

• Coordinate and confirm daily job schedules with the Field Operations Lead.

• Contact customers via phone, WhatsApp, and email to confirm service appointments.

• Update and maintain job schedules, service calendars, and tracking records.

• Monitor technician assignments and ensure jobs are completed according to schedule.

• Ensure technicians submit service reports promptly after each service.

• Review service reports for completeness, accuracy, and proper documentation before filing.

• Perform data entry and maintain operational records in company systems.

2. Customer Enquiries & Quotations

• Respond professionally to customer enquiries received via phone, WhatsApp, email, and website channels.

• Gather relevant information using company enquiry templates.

• Prepare and issue quotations based on approved pricing structures and service requirements.

• Follow up on outstanding quotations and customer responses.

• Maintain and update enquiry, quotation, and sales tracking records.

• Assist in converting enquiries into confirmed service appointments.

3. Invoicing & Payment Administration

• Generate and issue invoices upon completion of services.

• Monitor outstanding invoices and accounts receivable.

• Send payment reminders and follow up on overdue payments.

• Update payment records and maintain accurate invoice tracking logs.

• Liaise with customers regarding billing and payment-related enquiries.

• Assist management in preparing payment summaries and financial records when required.

4. Administrative Support

• Maintain proper filing and organisation of company documents.

• Scan, file, and archive invoices, receipts, quotations, service reports, contracts, and other business records in both digital and physical filing systems.

• Ensure all documents are accurately recorded, properly labelled, and easily retrievable when required.

• Assist with purchase orders, procurement documentation, and supplier records.

• Prepare weekly operational and administrative summaries for management meetings.

• Support management with general administrative duties and ad-hoc assignments.

• Ensure company records remain accurate, organised, and up to date at all times.

Requirements

• Minimum GCE 'N' / 'O' Level, NITEC, Diploma or equivalent.

• Proficient in Microsoft Office (Excel, Word, Outlook).

• Good organisational, administrative, and multitasking skills.

• Strong verbal and written communication skills.

• Comfortable communicating with customers through phone, email, and WhatsApp.

• Able to work independently with minimal supervision.

• Prior experience in administration, customer service, operations coordination, or a similar role is preferred.

• Experience in the pest control, environmental services, facilities management, or service industry will be an advantage.

Working Hours

Monday to Friday: 8:30am – 5:30pm

Benefits

• Performance Bonus

• Annual Leave

• Career Development Opportunities

• Training Provided