Job Description

Provide day-to-day administrative and coordination support to the Sales team to ensure smooth and accurate execution of sales operations, including order processing, documentation, and cross-functional communication.

General Responsibilities

Sales Order & Contract Coordination: Upon quotation confirmation, Sales Admin will take full ownership of:

• Drafting contracts and related documents.

• Coordinating internal alignment (Finance, Legal, Service, etc.) and driving the approval process.

• Preparing clear guidance and recommendations for Sales to communicate with customers, ensuring consistency and professionalism.

Order Processing & Tracking

• Coordinate order processing from sales confirmation to delivery or sales request.

• Track order status and follow up with internal teams (logistics, warehouse, etc.) to ensure timely delivery.

• Update order status and maintain records in the system.

Documentation & Administrative Support

• Draft standard documents such as official letters, notices, and correspondence based on Sales team requests.

• Support preparation of contract appendices, amendments, and adjustment minutes when required.

• Ensure all documents are properly recorded and archived in line with company procedures.

Certification & Supporting Documents

• Support preparation of required documents such as CO (Certificate of Origin), CQ (Certificate of Quality) and other related documents.

• Coordinate with internal teams and external parties to collect and complete required documentation.

• Ensure documents are submitted on time as per customer or regulatory requirements.

Payment & Financial Coordination Support

• Support follow-up of account receivable (AR) based on instructions from Sales/Finance.

• Assist in preparing documents for refund requests to customers when required.

• Support administrative procedures related to bank guarantees / performance bonds (e.g., preparing documents, coordinating with relevant parties).

• Ensure documents are aligned with contract terms and company procedures.

Cross-functional Coordination

• Coordinate with Sales, Finance, Supply Chain, and Logistics teams to support daily operations.

• Assist in resolving routine issues related to orders, documentation, and customer requests.

• Maintain clear and timely communication among stakeholders.

Reporting & Administrative Support

• Prepare basic reports such as order tracking, contract status, and sales-related data.

• Maintain and update data in internal systems (ERP/Excel tracking files).

• Support team members with administrative tasks and ad-hoc assignments when required.

• Take charge of other assignments of company when any, under direct Manager.

Functional Skills and Knowledge

• Minimum 3–5 years of experience in a similar role

• Strong understanding of contract structure, company procedures, and basic legal/commercial terms

• Good knowledge of sales processes and documentation

• Strong organizational, coordination, and problem-solving skills

• High attention to detail with strong accuracy

• Proactive mindset with ability to handle internal negotiations and resolve issues independently

• Strong ownership and ability to work effectively in a fast-paced environment

• Good communication, teamwork, and customer handling skills (service-oriented mindset)

• Proficient in Microsoft Office (Excel, Word)

• Good English communication skills

Education

• Qualification University degree in Business administration or relevant field

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