This role supports the sales team by managing customer orders, handling enquiries, and ensuring smooth coordination between customers, warehouse, and internal teams. You will play a key role in making sure orders are processed accurately, deliveries are on time, and customers receive prompt and professional service.
Responsibilities
1. Order Processing & Coordination
Process customer purchase orders accurately in the system
Check order details such as pricing, quantities, delivery terms, and payment terms
Create sales orders, acknowledgements, and invoices
Track orders from confirmation to delivery and invoicing
Follow up on delays and escalate issues when needed
Coordinate with warehouse on stock availability and packing
Arrange deliveries with logistics providers and freight forwarders
2. Quotation & Tender Support
Prepare and send quotations based on pricing provided
Maintain a record of quotations and follow up with customers
Support tender submissions (documents, approvals, deadlines)
Ensure all product details, pricing, and lead times are accurate
3. Customer Service
Act as the main contact for customer enquiries (email, phone, messaging)
Provide updates on order status, delivery timelines, and stock availability
Handle return requests (RMA) and coordinate replacements or credits
Log and track customer issues, escalate when necessary
Maintain and update customer information in the system
4. Invoicing & Documentation
Prepare delivery orders, invoices, and credit notes accurately
Work with finance on credit checks and payment follow-ups
Ensure all documents are properly recorded and easy to retrieve
Prepare shipping documents for export orders when required
5. Sales Administration & Reporting
Maintain order tracking and sales pipeline records
Prepare weekly and monthly reports (orders, sales, backorders)
Support coordination of customer visits, demos, and events
Assist with purchase orders to suppliers and tracking deliveries
Support logistics for trade shows or exhibitions when needed
6. Inventory & Warehouse Support
Monitor stock levels and highlight low inventory
Assist with goods receiving and system updates
Support stock counts and reconciliation
Requirements
Minimum Requirements
Diploma or higher in Business, Sales, Supply Chain, or related field
At least 2 years of experience in sales support, customer service, or similar roles (preferably B2B)
Good knowledge of Microsoft Office (Excel, Word, Outlook)
Experience using ERP or CRM systems (e.g. SAP, Odoo, etc.)
Good communication skills in English
Preferred (Good to Have)
Experience in distribution, technical products, or related industries
Knowledge of export documentation and logistics processes
Experience working with regional teams or customers
Key Skills & Attributes
Detail-oriented and accurate in work
Customer-focused with good communication skills
Able to manage multiple tasks and deadlines
Proactive and able to solve problems independently
Team player who can work across departments
Responsible and able to handle sensitive information
