Sales Order & Contract Coordination: Upon quotation confirmation, Sales Admin will take full ownership of:
- Drafting contracts and related documents.
- Coordinating internal alignment (Finance, Legal, Service, etc.) and driving the approval process.
- Preparing clear guidance and recommendations for Sales to communicate with customers, ensuring consistency and professionalism.
Order Processing & Tracking
- Coordinate order processing from sales confirmation to delivery or sales request.
- Track order status and follow up with internal teams (logistics, warehouse, etc.) to ensure timely delivery.
- Update order status and maintain records in the system.
Documentation & Administrative Support
- Draft standard documents such as official letters, notices, and correspondence based on Sales team requests.
- Support preparation of contract appendices, amendments, and adjustment minutes when required.
- Ensure all documents are properly recorded and archived in line with company procedures.
Certification & Supporting Documents
- Support preparation of required documents such as CO (Certificate of Origin), CQ (Certificate of Quality) and other related documents.
- Coordinate with internal teams and external parties to collect and complete required documentation.
- Ensure documents are submitted on time as per customer or regulatory requirements.
Payment & Financial Coordination Support
- Support follow-up of account receivable (AR) based on instructions from Sales/Finance.
- Assist in preparing documents for refund requests to customers when required.
- Support administrative procedures related to bank guarantees / performance bonds (e.g., preparing documents, coordinating with relevant parties).
- Ensure documents are aligned with contract terms and company procedures.
Cross-functional Coordination
- Coordinate with Sales, Finance, Supply Chain, and Logistics teams to support daily operations.
- Assist in resolving routine issues related to orders, documentation, and customer requests.
- Maintain clear and timely communication among stakeholders.
Reporting & Administrative Support
- Prepare basic reports such as order tracking, contract status, and sales-related data.
- Maintain and update data in internal systems (ERP/Excel tracking files).
- Support team members with administrative tasks and ad-hoc assignments when required.
- Take charge of other assignments of company when any, under direct Manager.
