Sales Coordinator and Admin

Position Overview

We are looking for a detail-oriented and organized Client & Sales Administration

professionalto join our dynamic team. This role is idealfor a juniorto middle-skilled

graduate who is eagerto support sales operations, coordinate vendor

communications, and ensure seamless order processing and administrative

management.

Key Responsibilities

1. Sales Enquiry & Proposal Support

● Enquiry Management: Coordinate incoming client enquiries and assistin

identifying target areas based on customer needs.

● Vendor Coordination: Contact vendors to check site availability, obtain pricing,

and compile vendor quotations.

● Proposal Preparation: Select optimal advertising sites and prepare detailed

proposal documents and formats.

● Site Mapping: Map precise site locations using Google Maps, inputting

coordinates and photos with Microsoft Power Point/ Canva to ensure

high-quality presentations.

● Client Quotations: Finalize approved client quotations, share proposals to

respective clients and support subsequent clientfollow-ups. Comfortable with

utilizing CRM.

2. Order Processing & Coordination

● Media Confirmations: Assistthe sales team in preparing and drafting Media

Confirmation documents based on confirmed customer orders.

● Purchase Order Administration: Manage Purchase Order (PO) administrative

tasks and send documents back to clients.

● Document Management: Upload signed files to the server and coordinate with

the Accounts team to ensure promptinvoice issuance.

● Supplier Coordination: Draft and issue Purcahse Orders to media suppliers and

coordinate with the sales team for accuracy reviews before sending.

3. Database Maintenance & Tracking

● Master Lists: Systematically record sales and purchase details in master Excel

tracking lists to maintain up-to-date transaction history.

● Campaign Tracking: Track and update Campaign Expiry Lists to log and monitor

contracttimelines forfuture follow-ups.

● Record Keeping: Maintain accurate and organized customer records, recording

correspondences and routing inquiries as necessary.

Requirements

Education: Diploma orBachelor’s degree inBusiness Administration, Marketing,

or a related field (Juniorto Middle-skilled graduates are highly encouraged to

apply).

● Technical Proficiency: Solid proficiency in Microsoft Excel/Google Sheets for

tracking and data entry.

● Geographical & Office Tools: High comfortlevel using Google Maps for

coordinates plotting and location identification. High comfort with using CRM &

Microsoft Products; PowerPoint, AI Tools, Gemini, Claude, Canva and Cloud

Storages.

● Attention to Detail: Meticulous attention to detail, ensuring accuracy in pricing,

coordinates, and paperwork.

● Interpersonal & Communication Skills: Professional communication skills

(written and verbal)to correspond effectively with both vendors and clients.

● Self-Management: Strong organizational and multitasking skills with the ability

to work under minimal supervision.

● Transport : Possess own transport and valid driving licence. Willing to travel

locally and outstation when required with travel & petrol allowances.

● Language: Fluentin English andBahasa Malaysia; Mandarin is an added

advantage