Administrative & Sales Support Executive

Job Summary

The Administrative & Sales Support Executive is responsible for providing comprehensive administrative, and sales support to ensure the smooth and efficient operation of daily business activities. The role includes managing office administration, documentation, coordination, customer communication, scheduling, record management, and sales support functions while assisting various departments with operational and administrative requirements.

Key Responsibilities:

Administrative Support

• Provide administrative and clerical support to management and departments.
• Handle calls, emails, correspondence, and general enquiries professionally.
• Prepare business documents, reports, and presentations.
• Maintain filing systems, records, and accurate data entry.
• Support daily operations, interdepartmental coordination, and procurement activities.

Sales Support

• Prepare quotations, sales orders, invoices, delivery orders, and related documentation.
• Coordinate with customers on order processing, delivery schedules, and enquiries.
• Maintain and update customer databases, sales records, and filing systems.
• Track sales orders and follow up on pending deliveries or outstanding matters.
• Liaise with internal departments such as operations, warehouse, procurement, and finance to ensure smooth coordination and delivery.
• Perform any other ad-hoc administrative duties assigned by management.

Office Coordination

• Coordinate daily office operations and administrative activities.
• Manage office supplies, pantry inventory, couriers, and deliveries.
• Liaise with vendors, suppliers, and service providers on office matters.
• Assist with meetings, appointments, and company event coordination.

Documentation &Record Keeping

• Maintain accurate employee, client, supplier, and operational records.
• Organise confidential files and ensure proper record archiving and accessibility.

Scheduling &Coordination

• Manage calendars, meetings, and appointments scheduling for management.
• Coordinate meeting logistics, prepare meeting rooms, and record meeting minutes when required.

Requirements

• Prior administrative experience preferred.
• Minimum GCE ‘O’ Level, NITEC, Diploma, or equivalent qualification.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Good organisational, communication, and interpersonal skills.
• Ability to multitask and work independently in a fast-paced environment.
• Meticulous, responsible, and able to maintain confidentiality.