Sales Administrator & Office Admin Executive

Position Overview

This role combines Sales Administration (70%) and Office Operations & Administrative Support (30%), serving as a key contributor to both commercial and office management functions. The position is responsible for ensuring smooth sales order processing, customer invoicing, shipping coordination, and logistics documentation, while also supporting day-to-day office operations, corporate compliance, and administrative activities.

Key Responsibilities

Sales Administration

• Manage the end-to-end sales order process, including order entry, validation, and maintenance through the ERP system and online sales platforms.
• Prepare and issue customer invoices in accordance with company policies and ensure accurate billing records.
• Monitor and follow up on customer payments and outstanding invoices.
• Coordinate with global customers, factories, and logistics partners to arrange product shipments and meet delivery deadlines.
• Prepare and obtain all necessary shipping and export documentation, including Packing Lists, Commercial Invoices, Bills of Lading, Certificates of Origin, and customs-related documents.
• Ensure compliance with international shipping requirements, transportation regulations, and applicable Incoterms.
• Support inventory, order tracking, and reporting activities within the ERP/MRP system.
• Liaise with internal and external stakeholders to resolve order, delivery, and logistics-related issues efficiently.
  
  

Office Administration & Operations Support

• Ensure office operations comply with local regulations, corporate policies, and statutory requirements.
• Coordinate with HR, Finance, and Legal functions to support administrative and compliance-related activities.
• Manage incoming and outgoing office invoices and maintain accurate administrative records.
• Facilitate effective communication across internal teams and external service providers.
• Maintain office procedures, documentation systems, and administrative workflows.
• Assist in planning, organizing, and coordinating company events, meetings, and conferences.
• Monitor office supplies and arrange procurement when required.
• Coordinate schedules, appointments, business travel arrangements, and office bookings.
• Manage relationships with office vendors, service providers, and property management/lease providers.
• Safeguard the security, integrity, and confidentiality of company information and documentation.
• Monitor the validity and renewal status of corporate licenses, permits, and other legal documentation.
• Track and coordinate expatriate visa, work permit renewal processes, and 90-day reporting requirements with external immigration service providers.
  
  

Qualifications & Requirements

• Bachelor's degree or higher in any discipline.
• 3-5 years of experience in Sales Administration, Office Administration, Operations Support, or a related function.
• Strong command of English, both written and spoken, with the ability to communicate effectively in a business environment (Upper-Intermediate to Advanced level).
• Experience using ERP/MRP systems for order processing, invoicing, inventory management, and reporting.
• Knowledge of international shipping, freight forwarding processes, customs documentation, and Incoterms.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and problem-solving capabilities.
• Ability to work independently while collaborating effectively with cross-functional and international teams.
• Strong documentation, record-keeping, and administrative coordination skills.