Executive - Administrative (Sales & Marketing)

Job Description

Sales Data and Documentation and Government Liaison

• Maintain and update sales data,sales records, and databases accurately.
• Prepare, organise, and maintain sales-related documents and reports.
• Ensure sales records are complete, accurate, and properly filed.
• Track and update sales information for reporting and management review.
• Liaise with authorities on regulatory, administrative, and documentation matters.

Lease Documentation

• Prepare, maintain, and organise lease agreements and related documentation.
• Coordinate submissions, applications, and follow-ups with relevant government authorities.
• Ensure documents and records are properly maintained and submitted within stipulated timelines.

Purchase Orders and BillingAdministration

• Prepare, process, and trackpurchase orders.
• Maintain billing details, invoices, and supporting documentation.
• Liaise with the Finance team andexternal parties to resolve billing discrepancies.
• Monitor outstanding purchase orders, invoices, and payment-related matters.

Vendor and Service Provider Coordination

• Liaise with vendors and service providers on quotations, purchase orders, invoices, and service arrangements.
• Coordinate schedules,deliverables, and outstanding requests.
• Maintain proper records of vendor details and transactions.

Reporting and Presentation Preparation

• Compile sales data and other relevant information into reports and summaries.
• Prepare professional Power Point presentations for management meetings and internal discussions.
• Use Excel to organise data, perform calculations, and prepare tables and charts.
• Ensure presentations and reports are accurate, clear, well-structured, and visually professional.

General Administrative Support

• Provide administrative support to the Marketing team.
• Maintain systematic physical and electronic filing systems.
• Handle correspondence and coordinate with internal departments.
• Perform other administrative and coordination duties as required.

Job requirement

• Diploma or equivalent qualification in Business Administration, Marketing, or a related field.
• 5-10 years of experience
• Previous experience in administration, sales coordination, or documentation management is preferred.
• Strong proficiency in Microsoft Excel, Word, and PowerPoint.
• Ability to prepare presentations independently and present information in a clear, professional format.
• Excellent organisational skills and attention to detail.
• Good communication and coordination skills, with the confidence to liaise with government authorities, vendors, and service providers.
• Able to work independently, manage multiple priorities, and meet deadlines.
• A dependable and detail-oriented individual takes ownership of administrative tasks, maintains accurate records follows up proactively on outstanding matters, and supports the Marketing team through efficient coordination and professional reporting.