We are an eyewear wholesale company serving customers across Asia, Europe and North America. We are looking for a responsible and organised Sales Operations Executive to support our customers and manage the day-to-day coordination of orders, production, shipments and sales administration.
This is a hands-on role that works closely with our customers, overseas sales representatives, China operations team, warehouse, freight forwarders and internal accounts team.
The successful candidate will take ownership of customer orders from order confirmation through production coordination, shipment, invoicing and payment follow-up.
Key Responsibilities
Customer Service & Order Management
- Handle day-to-day communication with local and overseas customers.
- Process customer orders and follow up on order status, sample requests and delivery requirements.
- Prepare Sales Orders (SO), Purchase Orders (PO), invoices and other relevant documents.
- Follow up on customer deposits and outstanding payments.
- Keep customers and sales representatives updated on order and delivery status.
- Maintain accurate customer and order records in the company's system.
China Production Coordination
- Liaise closely with our Shenzhen operations and production teams on purchase orders, production status and delivery schedules.
- Follow up proactively on outstanding orders, production delays, shortages and other order-related issues.
- Coordinate between customers, sales personnel and the China team to ensure orders are completed according to requirements.
- Maintain regular follow-up on expected completion and delivery dates.
Shipping & Logistics
- Coordinate local and international shipments with our warehouse, freight forwarders, couriers and customers.
- Prepare and check Proforma Invoices, Packing Lists and shipping instructions.
- Arrange Certificates of Origin and other shipping documentation when required.
- Coordinate shipments using customers appointed couriers and freight forwarders.
- Liaise with customers and logistics partners on collection and delivery arrangements.
- Monitor shipments and provide customers with AWB/tracking and delivery information.
Product & Inventory Administration
- Create new product/item codes in the company's system.
- Create and maintain GS1 barcodes for new products.
- Monitor stock availability and POP/marketing material inventory.
- Coordinate stock movements and withdrawals with the relevant teams.
- Assist with periodic checking and reconciliation of consignment stock.
Corporate Safety Eyewear Coordination
- Coordinate appointment dates for our corporate safety eyewear services.
- Liaise with customers Safety, Environment & Health personnel on suitable dates and scheduling arrangements.
- Maintain appointment schedules and ensure the relevant parties are informed of confirmed arrangements.
- Provide administrative follow-up relating to corporate safety eyewear appointments when required.
Sales & Administrative Support
- Support overseas sales representatives with order processing, invoicing and shipment arrangements.
- Prepare sales reports and order status reports when required.
- Provide relevant sales and order information to the accounts team.
- Coordinate with the accounts team on customer billing and payment status.
- Provide general sales and marketing administrative support when required.
Requirements
- Diploma or equivalent in Business Administration, Sales, Logistics, Supply Chain or a related discipline.
- Preferably 2-5 years of relevant experience in sales administration, customer service, order management, logistics, wholesale or trading operations.
- Experience handling international customers, export shipments or freight forwarders will be an advantage.
- Good written and spoken English.
- Good spoken and written Mandarin is required as this role involves frequent communication and coordination with our China-based operations and production teams.
- Proficient in Microsoft Office, particularly Excel.
- Experience with AutoCount, ERP or other order management/accounting systems will be an advantage.
- Able to manage multiple customer orders and priorities independently.
- Careful and detail-oriented when handling quantities, invoices, orders and shipping documentation.
- Proactive in following up on customers, production schedules, deliveries and payments.
- Good communication and interpersonal skills.
Experience in eyewear, fashion accessories, consumer products, wholesale/distribution, trading or import/export would be an advantage but is not essential.
Who We Are Looking For
We are looking for someone who is organised, responsible, proactive and good at follow-up.
The successful candidate should be comfortable coordinating with customers, sales representatives, China production teams, warehouses and freight forwarders and be able to identify and follow up on potential order or delivery issues without constant supervision.
This role provides broad exposure to international sales operations and responsibility for the complete customer order process:
Customer Order → Production Coordination → Shipment → Invoicing → Payment Follow-Up
