Sales and Admin Executive

1. Position Overview

The Sales & Admin Executive supports the sales process from enquiry to billing, ensures smooth internal coordination, and provides administrative support to daily business operations.
This role requires strong organisation skills, attention to detail, and effective communication.

2. Key Responsibilities

A. Sales Support & Quotation Management

- Check sales email inbox daily for new enquiries, tenders, and client requests.

- Register new enquiries and coordinate with relevant departments for costing or technical input.

- Prepare and issue quotation proposals accurately.

- Track quotation status and follow up with clients.

- Assist in tender submissions and required documentation.

B. Delivery Order (DO), Invoice & PO Coordination

- Prepare Delivery Orders (DO) based on confirmed work scope.

- Coordinate with installation/interior/factory teams for readiness.

- Send DOs to clients and follow up for signed DO return.

- Ensure Purchase Orders (PO) match quotation/DO before invoicing.

- Liaise with accounts for invoice issuance.

- Track DO, PO and invoice status for each project.

C. Administrative Support

- Maintain filing systems (softcopy & hardcopy) for quotations, DOs, invoices, POs, and project documents.

- Prepare reports, spreadsheets, and tracking sheets.

- Support general office admin tasks (data entry, printing, purchasing supplies).

- Assist HR/admin when required.

D. Project Status Monitoring

- Maintain a Master Project Tracking Sheet covering quotation, awarded, DO, PO, work progress, invoice.

- Update project status daily (start date, material readiness, manpower assigned, job progress, completion date)

- Track installation and interior works milestones for each site.

- Ensure supervisors and site personnel provide timely progress updates.

E. Communication & Internal Coordination

- Liaise with supervisors, designers, and operations for technical details.

- Print and distribute drawings/details for costing preparation.

- Coordinate with clients regarding job status and documentation.

- Ensure smooth flow of information between sales, operations, and accounts.

F. Reporting & Tracking

- Update daily/weekly tracking sheets on enquiries, quotations, awarded jobs, DOs, and invoices.

- Prepare monthly sales performance reports.

- Highlight urgent items such as missing PO, unpaid invoices, or delayed DO signback.

G. Ad Hoc Duties

- Support management on administrative or project tasks.

- Handle urgent customer documentation requests.

- Assist with internal audits and compliance tasks.

3. Required Skills & Qualifications

- 1–2 years experience in sales support or admin roles.

- Proficient in Microsoft Office.

- Strong organisational and multi-tasking skills.

- Good communication and follow-up skills.

- Responsible, independent, and detail-oriented.

4. Working Relationships

- Reports to Director.

- Works with internal sales/quotation team, designers, operations, and accounts.