Business Support Specialist

Responsibilities

Manage Sales Administration

• Oversee comprehensive sales administrative functions in support of the Sales and Marketing team.

Sales Order Processing

• Handle the end-to-end sales process, including preparing and processing sales quotations, sales orders, delivery orders, purchase orders, and invoices.

Order and Delivery Coordination

• Ensure timely and accurate delivery in accordance with customer requirements by coordinating with suppliers and the internal purchasing team.

Delivery Status Management

• Prepare and update delivery status reports based on supplier confirmations and provide timely updates to customers.

Customer Communication

• Manage daily customer enquiries and calls with professionalism and integrity, ensuring timely follow-up on product inquiries and requests.

Documentation Management

• Ensure accurate and timely handling of all relevant documentation, including customer POs, sales orders, delivery orders, invoices, and packing lists.

Pricing and Quotation Support

• Verify pricing upon receipt of customer POs and liaise with the quotation team for re-quotes when discrepancies are identified.

Customer Satisfaction and Issue Resolution

• Address customer queries and concerns effectively, demonstrating attentiveness and responsiveness to exceed expectations.

Key Account Support

• Ensure prompt and accurate order processing for major Key Accounts, including follow-ups with OOH reports, delivery schedules, invoices, and necessary documentation.

Supplier and Internal Collaboration

• Liaise with suppliers on order and delivery status, and maintain strong cooperation with internal teams (sales, purchasing, quotation) to ensure seamless operations.

Cross-functional Collaboration

• Work with different departments to streamline processes, improve operational efficiency, and support special delivery arrangements as needed.

Office Administration

• Provide general administrative support including team welfare, answering calls, sample products and maintaining office supplies.

Continuous Learning

• Stay updated and consistently demonstrate core competencies required for the role.

Qualifications

• Diploma in Business Administration or any other qualification if the candidate possesses the relevant experience.
• At least 2 years of sales administration experience, however fresh degree holders may be considered.
• Detail oriented; highly organized and able to handle high volume of orders.
• Good command of English, Mandarin will be added advantage.
• Computer literate and proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work independently as well as part of a team in a fast-paced environment.
• Attention to detail and accuracy in performing tasks.