RESPONSIBILITIES

Sales Support function

• Assist the sales team to prepare tender documentations when required.

• Partition tender documents for different stakeholders namely commercial, technical, service and legal and send to respective stakeholders

• Liaise with stakeholders in advance and work out issues to ensure submission date is not compromised, and compile for submission

• Validate submittals are compliant to submission criteria

Service Sales Administration

• Update customer database, contract details  and maintain with accuracy

• Work with Service Sales Admin for contract renewals administrative process

• Support in Invoicing process in compliance to local practice including timely communication with customers to ensure completion of invoice cycle

• Ad-hoc administrative on new customer/vendor creation and new portal submission

Customer Service

• Develop and maintain good relations with customers

• Close follow ups with customers for commercial/Administrative matters

• Coordination Support

• Coordinate requests from salespeople in fulfilling necessary corporate goodwill gestures to clients and partners (e.g. D&D sponsorship, condolences gestures etc.)

• Support coordination on demand planning (stock requisition report) and factory acceptance test trips arrangement

Office Administration and Secretarial support (50%)

• Provide full secretarial support to Managing Director, including calendar management, meeting coordination, and travel arrangements

• Prepare, format, and manage correspondence, reports, and presentation materials

• Handle phone calls, emails, and visitors in a professional and timely manner

• Maintain proper filing systems (physical and digital) to ensure accurate record-keeping

• Coordinate meetings, take minutes, and follow up on action items

• Support administrative functions such as office supplies management, invoices, and expense tracking

• Liaise with internal departments and external stakeholders as required

• Assist with ad-hoc administrative duties to support daily office operations

REQUIREMENTS

• Diploma in Marketing/Business/Engineering

• Experience in office administration support

• Good English communication skills

• Ability to maintain confidentiality due to job nature

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