Sales Coordinator and Admin

Position Overview

We are looking for a detail-oriented and organized Client & Sales Administration professionalto join our dynamic team. This role is idealfor a juniorto middle-skilled graduate who is eagerto support sales operations, coordinate vendor communications, and ensure seamless order processing and administrative management.

Key Responsibilities

1. Sales Enquiry & Proposal Support ● Enquiry Management: Coordinate incoming client enquiries and assistin identifying target areas based on customer needs. ● Vendor Coordination: Contact vendors to check site availability, obtain pricing, and compile vendor quotations. ● Proposal Preparation: Select optimal advertising sites and prepare detailed proposal documents and formats. ● Site Mapping: Map precise site locations using Google Maps, inputting coordinates and photos with Microsoft Power Point/ Canva to ensure high-quality presentations. ● Client Quotations: Finalize approved client quotations, share proposals to respective clients and support subsequent clientfollow-ups. Comfortable with utilizing CRM.
2. Order Processing & Coordination ● Media Confirmations: Assistthe sales team in preparing and drafting Media Confirmation documents based on confirmed customer orders. ● Purchase Order Administration: Manage Purchase Order (PO) administrative tasks and send documents back to clients. ● Document Management: Upload signed files to the server and coordinate with the Accounts team to ensure promptinvoice issuance. ● Supplier Coordination: Draft and issue Purcahse Orders to media suppliers and coordinate with the sales team for accuracy reviews before sending.
3. Database Maintenance & Tracking ● Master Lists: Systematically record sales and purchase details in master Excel tracking lists to maintain up-to-date transaction history. ● Campaign Tracking: Track and update Campaign Expiry Lists to log and monitor contracttimelines forfuture follow-ups. ● Record Keeping: Maintain accurate and organized customer records, recording correspondences and routing inquiries as necessary.

Requirements

Diploma or. Bachelor’s degree in. Business Administration, Marketing, or a related field (Juniorto Middle-skilled graduates are highly encouraged to apply). ● Technical Proficiency: Solid proficiency in Microsoft Excel/Google Sheets for tracking and data entry. ● Geographical & Office Tools: High comfortlevel using Google Maps for coordinates plotting and location identification.

High comfort with using CRM & Microsoft Products; PowerPoint, AI Tools, Gemini, Claude, Canva and Cloud Storages. ● Attention to Detail: Meticulous attention to detail, ensuring accuracy in pricing, coordinates, and paperwork. ● Interpersonal & Communication Skills: Professional communication skills (written and verbal)to correspond effectively with both vendors and clients.

● Self-Management: Strong organizational and multitasking skills with the ability to work under minimal supervision. ● Transport : Possess own transport and valid driving licence. Willing to travel locally and outstation when required with travel & petrol allowances. ● Language: Fluentin English and. Bahasa Malaysia; Mandarin is an added advantage