Senior Assistant, Admin

Key Responsibilities

• Handle customer enquiries via email, telephone, and walk-in channels for customers.
• Prepare and issue quotations for internal and external customers based on enquiries and parts requirements.
• Coordinate with the Procurement team to obtain and verify pricing for quotation preparation.
• Verify part numbers and specifications using the systems.
• Check parts availability and stock status to support quotation preparation and stock ordering.
• Coordinate, verify parts accuracy and ensure the correct parts are prepared for customer delivery.
• Arrange parts delivery upon confirmation of customer orders.
• Manage cash sales by ensuring customers verify parts prior to payment, particularly for items such as windscreens.
• Process order cancellations and ensure relevant records are updated accordingly.
• Prepare Certificates of Conformity (COCs) and supporting letters for customer orders.
• Coordinate with customers regarding outstanding payments and follow up with the respective account owners on payment status.
• Update monthly Parts Department reports, including the number and value of quotations issued.
• Inspect and verify parts received against work orders to ensure accuracy.
• Process and manage e-stock transfers.
• Update OTMS with attendance records for non-executive staff.
• Perform other ad-hoc duties and administrative tasks as assigned.

Requirements:

• Prior sales admin experience.
• Proficient in Microsoft Excel, PowerPoint, SAP Hana S4 and Salesforce.
• AI tools skill especially in Advance Copilot.
• Meticulous and problem solver.
• Good communication and interpersonal skills. Team player with a positive and collaborative attitude.