Sales Support & Customer Service Executive

We are hiring on behalf of our client:

Key Responsibilities:
Order Management & Processing

. Receive and process customer purchase orders (POs) accurately in the ERP/inventory system.

. Verify order details against quotations - part numbers, quantities, pricing, delivery terms, and payment terms.

. Generate sales orders (SOs), acknowledgements, and pro-forma invoices as required.

. Track open orders from confirmation through to invoicing and collection escalate delays proactively.

. Coordinate with the warehouse on stock availability, pick/pack schedules, and shipment readiness.

. Liaise with freight forwarders and logistics providers to arrange timely delivery.

Quotation & Tender Support

. Prepare and issue sales quotations based on pricing guidance from sales managers and principal price lists.

. Maintain and update a quotation log follow up on outstanding quotations within agreed timelines.

. Assist with tender submissions - compiling documents, obtaining signatures, and meeting submission deadlines.

. Ensure accuracy of product codes, descriptions, and lead-time information in all customer-facing documents.

Customer Service & Communication
. Serve as the primary point of contact for day-to-day customer enquiries via email, phone, and messaging platforms.

. Provide prompt updates on order status, delivery timelines, and stock availability.

. Manage return merchandise authorisation (RMA) requests - coordinate with warehouse and technical team for replacements or credit notes.

. Record and track customer complaints escalate unresolved issues to the Senior Sales Manager.

. Maintain customer master data in the CRM/ERP system - contacts, billing/shipping addresses, credit terms.

Invoicing & Documentation

. Raise delivery orders (DOs), invoices, and credit notes accurately and on schedule.

. Coordinate with finance on customer credit checks and outstanding payment reminders.

. Ensure all sales documentation (POs, SOs, DOs, invoices) is properly filed and retrievable for audit purposes.

. Assist in preparing shipping documents for cross-border orders (commercial invoices, packing lists, COOs if required).

Sales Administration & Reporting

. Maintain and update the sales pipeline tracker and order status dashboard for the Distribution Sales team.

. Compile weekly and monthly sales reports - bookings, billings, open orders, and back-orders - for the Senior Sales Manager.

. Assist in coordinating product demonstrations, customer visits, and principal factory tours.

. Support management of principal-related admin: purchase orders to principals, goods-in-transit tracking, and claims processing.

. Assist with trade fair and exhibition logistics when required (e.g., ISE, Integrate).

Inventory & Warehouse Coordination

. Monitor stock levels for fast-moving and project-specific items flag low-stock situations to the procurement team.

. Coordinate goods receipt (GR) against purchase orders and update the system accordingly.

. Assist with periodic stock counts and reconciliation activities.

Minimum Qualifications

. Diploma or higher in Business Administration, Sales & Marketing, Supply Chain, or a related discipline.

. At least 2 years of experience in sales support, inside sales, or customer service in a B2B environment.

. Proficiency in Microsoft Office (Excel, Word, Outlook) experience with ERP/CRM systems (e.g., Odoo, SAP, or equivalent) is an advantage.

. Strong command of written and spoken English proficiency in Mandarin is a plus for liaising with Mandarin-speaking principals and customers.