Sale Admin Coordinator

Sales Order Administration

• Coordinate and support sales activities across regional/local countries.
• Provide administrative and coordination support to Sales, Service (After-Sales) and others.
• Prepare and process documents such as Quotations, Sales Orders, Delivery Orders, Invoices/Billing and Certificates.
• Ensure accuracy, proper recording, and timely submission of documents.
• Support internal Purchase to HQ or other external suppliers
• Upload invoices and documents to customer/vendor platforms as required.

Order Processing & Workflow Coordination

• Process and manage sales orders from entry to completion in a timely and accurate manner.
• Ensure all orders are fulfilled according to customer requirements to facilitate smooth billing.
• Monitor sales order progress and proactively follow up on pending or delayed items.
• Identify issues, propose improvements, and ensure smooth order fulfilment.
• Liaise with freight forwarders and service providers to arrange shipments and transportation logistics.
• Track shipment progress and maintain close communication with assigned freight forwarders.

General Administrative Duties

• Receive incoming calls and redirect them appropriately.
• Provide day‑to‑day general administrative assistance.
• Manage incoming calls and general email enquiries, directing queries to relevant personnel and recording messages accurately.
• Oversee office supplies inventory, including stationery, pantry items, printer toners and liaise with vendors for basic office maintenance.
• Support ad‑hoc administrative assignments as instructed by the Manager.

Requirements:

• Minimum 2–3 years of working experience in customer service, order processing or administrative roles
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Capable of working independently as well as within a team environment
• Able to multitask effectively with strong organisational skills and attention to detail
• Highly organised and detail‑oriented
• Self‑motivated with a proactive mindset to optimise operational processes
• Collaborative team player equipped with excellent communication abilities