Sales Admin

Job Overview:

This role serves as a frontline business support role for the Direct Sales team focusing on operational support data accuracy process coordination and internal collaboration. The role supports the core objectives of sales performance growth customer satisfaction and efficient management enabling sales managers and sales executives (including branch/company managers) to execute their responsibilities effectively.

Key Responsibilities:

1. Data & Documentation Management

1.1 Sales Data Collection & Maintenance

• Collect and update daily sales data submitted by Sales Executives
• Compile weekly customer visit photos Customer Visit Records and Individual Sales Weekly Reports.
• Consolidate monthly customer visit statistics and sales performance data.
• Ensure all data is accurate complete traceable and compliant with internal requirements.

1.2 Document Filing & Circulation

• Conduct preliminary review and organization of sales contracts and quotations.
• File and manage performance appraisal forms meeting minutes reward and penalty records and other sales-related documents.
• Establish and maintain both electronic and physical filing systems for easy retrieval and audit purposes.

1.3 Data Reporting Support

• Assist Sales Managers in preparing OKR Weekly Reports and Monthly Sales Summary Reports.

2. Meeting & Task Follow-up Support

2.1 Sales Meeting Coordination

• Notify participants in advance for weekly and monthly sales meetings including online participants from branch offices.
• Prepare meeting materials including weekly reports monthly reports data dashboards and issue lists.
• Take meeting minutes during meetings.
• Distribute meeting minutes to all relevant participants and cross-functional stakeholders.

2.2 Task Tracking & Execution Follow-up

• Track task assignments arising from sales meetings. & Monitor progress of Sales Executives action items.
• Identify challenges and issues and provide timely feedback to Sales Managers.

3. Customer & Sales Support

3.1 Customer Information Management

• Assist Sales Executives in maintaining End-Customer Information Accounts.
• Categorize and organize customer needs usage feedback and service requirements.
• Track visit plans and execution for key accounts (annual purchase value RM) and remind Sales Executives to complete visits as scheduled.

3.2 Sales Process Assistance

• Support Sales Executives in preparing product proposals and quotation templates.
• Coordinate pre-sales activities for product demonstrations including material preparation and scheduling.

4. Collection & Incentive Support

4.1 Payment Collection Tracking

• Assist in tracking customer payment progress in accordance with contract terms.
• Organize payment clearance certificates and supporting documents for commission calculation.

4.2 Sales Incentive Calculation Support

• Collect sales performance data including sales volume product models and transaction prices.
• Assist in calculating base commissions margin-based incentives and capped incentive schemes.
• Prepare materials for internal recognition programs such as Sales Star and Most Improved Sales Award including rankings visit achievement rates and collection ratios.

5. Cross-functional Coordination

5.1 Internal Coordination

• Assist Sales Managers in submitting OKR Weekly Reports to the Marketing Department.
• Synchronize monthly sales data and meeting minutes across departments.
• Coordinate with Service Department on machine delivery arrangements and after-sales complaint information including customer feedback and resolution progress.

5.2 External & Departmental Interface

• Liaise with Finance Department on payment vouchers commission calculation data and expense reimbursement documentation (e.g. transport allowances phone allowances).
• Assist Sales Executives with travel accommodation claims and meal allowance applications.
• Coordinate with cross-functional departments (e.g. Service Finance) to ensure implementation of meeting decisions and track progress.

6. Performance & Reward Administration Support

6.1 Performance Data Consolidation

• Assist in collecting monthly performance KPI data including sales target achievement customer visit compliance and weekly report submission quality.
• Consolidate quarterly and annual performance data including sales results collection rates and customer satisfaction metrics.
• Prepare preliminary performance assessment reports for management review.

6.2 Reward & Disciplinary Execution Support

• Support communication and execution of reward and disciplinary measures including penalty notices and incentive distribution notices.
• Maintain records of reward and disciplinary actions.
• Prepare supporting documentation for annual salary adjustment promotion or termination processes ensuring compliance with internal procedures.

7. General Administration & Ad-hoc Support

7.1 Administrative Support

• Manage issuance registration and control of sales materials including product brochures and visit record forms.
• Assist Sales Executives with travel arrangements and preliminary review of expense claims for compliance and accuracy.

7.2 Ad-hoc Tasks

• Complete additional tasks assigned by Sales Managers including:
• Notification of decomposed sales targets
• Collection and organization of competitor intelligence
• Internal coordination and communication within the department

Job Requirements

• Diploma or Bachelors degree in Business Administration Sales Management or related disciplines.
• At least 2 years of experience in sales administration sales operations or business support roles.
• Experience in industrial equipment machinery or B2B sales environments is an advantage.
• Strong data management and documentation skills.
• Good coordination and follow-up capability.
• Detail-oriented with strong sense of accuracy and compliance.
• Proficient in Microsoft Excel Word and PowerPoint.
• Familiarity with CRM or sales management systems is preferred.
• Strong communication skills and ability to work across departments.

Location: Klang Selangor