Sales Support & Administrative Executive

Position Overview:

This role is responsible for providing comprehensive administrative support to both the administration and sales teams. The ideal candidate will manage routine paperwork, coordinate with various departments, and help ensure smooth day-to-day operations. Strong communication skills, attention to detail, and the ability to multitask are essential.

Key Responsibilities:

Administrative Support

1. Prepare daily operation time sheets for approval.
2. Collate supplier invoices, obtain necessary signatures, and upload documents to the server.
3. Maintain and update staff leave records.
4. Tabulate and track overtime hours.
5. Generate operational documents such as service reports and port entry forms when required.
6. Maintain accurate physical and digital filing systems.
7. Handle incoming and outgoing communications, including mail, email, and faxes.
8. Coordinate meetings, training sessions, and travel arrangements for staff and management.
9. Manage office supplies, equipment, and inventory.

Sales Support

1. Manage and monitor the LinkedIn account daily.
2. Schedule meetings and calls for the sales team.
3. Coordinate with project management on confirmed sales.
4. Liaise with the accounts department on billing and invoicing matters.
5. Send out Statements of Account (SOAs) to clients.
6. Provide administrative support related to sales activities.

Additional Responsibilities:

1. Ensure compliance with internal policies and regulatory requirements.
2. Assist in developing and enhancing administrative procedures to boost efficiency.
3. Deliver professional service to internal teams and external stakeholders.
4. Support other duties as assigned by management.

Requirements:

Education: Diploma or Degree in Business Administration, Human Resources, or a related discipline.
Experience: 2-3 years of experience in an administrative or HR support role.

Skills & Attributes:

• Strong communication, organization, and interpersonal abilities.
• Proficient in Microsoft Office and Google Suite.
• Capable of handling confidential and sensitive information responsibly.

Working Conditions:

Environment: Office-based setting.
Mental Demands: Requires strong attention to detail and ability to manage multiple tasks during peak periods.

Tools & Systems Used:

• Autocount (Accounting software)
• Infotech System
• LinkedIn