Sales Admin & Billing
Job Summary
The Sales Admin & Billing Executive will handle sales administration, prepare and manage invoices and orders, and support hardware sales and business development teams. The role requires managing client inquiries, coordinating with internal and external partners, and maintaining accurate billing records. Candidates should have at least 2 years of relevant experience, strong attention to detail, and proficiency in English and Mandarin.
Responsibilities
- Handle administrative tasks and support sales teams
- Prepare and manage invoices, delivery orders, and purchase orders
- Monitor outstanding invoices and maintain billing data integrity
- Manage and respond to client inquiries professionally
- Liaise with internal teams, suppliers, and customers
Required Skills
- Minimum 2 years of sales administration or billing experience
- Proficient in Microsoft Office and Google Workspace
- Strong communication in English and Mandarin
- Strong attention to detail and high level of accuracy
- Ability to work independently in a fast-paced environment
Job Details
Sales & Billing Administration
- Handle administrative tasks assigned by Management in a timely and efficient manner.
- Support the hardware sales and business development teams in all sales administration matters.
- Prepare and manage invoices, delivery orders, and purchase orders for suppliers and customers with high accuracy.
- Ensure the integrity of billing data by maintaining accurate, complete, and up-to-date records at all times.
- Monitor outstanding invoices and ensure clients are informed of their outstanding balances and payment deadlines.
- Maintain a smooth workflow and coordination between sales, finance, information technology, suppliers, and logistics partners to support daily business operations.
Client & Communication Support
- Manage and respond to client inquiries via phone calls, emails, and other communication platforms in a professional and timely manner.
- Liaise with internal teams, suppliers, and customers to resolve billing, delivery, and administrative matters efficiently.
- Build and maintain strong working relationships with clients and vendors to support long-term business collaboration.
- Attend meetings with suppliers, vendors, or clients when required to facilitate coordination, clarify documentation, and resolve operational matters.
- Develop a thorough understanding of the company’s products and service offerings to effectively explain, recommend, and provide suitable solutions based on clients’ requirements.
- Respond to client inquiries regarding purchased products, including specifications, documentation, delivery status, and usage-related clarifications, while escalating technical or complex matters to the relevant teams when necessary.
General & Ad-hoc Duties
- Maintain the smooth flow of daily business operations.
- Assist in preparing reports related to sales administration, billing status, and outstanding payments when required.
- Perform any other ad-hoc duties as assigned from time to time.
Requirements
- Minimum two (2) years of working experience in sales administration, sales coordination, billing, or a related role.
- Experience in an IT hardware or reseller environment will be an added advantage.
- Minimum SPM qualification or equivalent.
- Possess a positive working attitude, responsible, proactive, and willing to learn.
- Strong attention to detail with a high level of accuracy in documentation and data handling.
- Proficient in Microsoft Office applications and Google Workspace applications, such as Google Sheets.
- Good communication skills in both written and spoken English and Mandarin.
- Additional language proficiency in Malay is an advantage.
- Able to work independently in a fast-paced working environment.
- Willing to travel when required for meetings with clients, suppliers, or vendors based on business needs.
- Able to be on standby and attend to urgent tasks outside of working hours when required.