Sales Admin Manager

PURPOSE OF POSITION Oversees and streamlines all sales support operations, ensuring seamless coordination between the sales team, supply chain, and customers.This role drives efficiency in order processing, inventory control, credit management, and reporting to support the company's growth objectives.CORE REPONSIBILITIES Supply Chain Management Coordinate with production, procurement, warehouse, and logistics teams to ensure timely order fulfilment from both in-house production and external suppliers.Arrange and manage deliveries to customers across all local markets, including East Malaysia, ensuring proper documentation, shipment scheduling, and timely dispatch.Monitor the flow of goods from the factory and suppliers to customers, identifying and resolving bottlenecks in the supply chain.Work closely with logistics team to ensure cost-efficient, reliable, and compliant transportation for West and East Malaysia deliveries.Collaborate with production planners and suppliers to optimize lead times, minimize stockouts, and reduce excess inventory.Support forecasting and demand planning by providing accurate sales data and trends to production and supply chain teams.Customer Relation Act as a key point of contact for customer inquiries, complaints, and service requests, ensuring timely and professional responses.Build and maintain strong, long-term relationships with key customers to enhance loyalty and satisfaction.Coordinate with the sales team to ensure customer requirements are met and expectations exceeded.Escalate and resolve complex customer issues in collaboration with relevant departments.Inventory Management Monitor stock availability for both factory-produced goods and items sourced from suppliers to support smooth order fulfilment.Coordinate with production, procurement, and warehouse teams to ensure sufficient stock is reserved for confirmed customer orders.Arrange and coordinate delivery requirements for customers in all local markets, including East Malaysia, by aligning stock readiness with the logistics team's delivery schedule.Communicate delivery timelines, stock availability, and any constraints to the sales team and customers.Track outgoing deliveries in relation to stock movement to ensure accurate inventory deduction and timely system updates.Identify slow-moving, aging, or at-risk inventory and propose actions to improve turnover and reduce holding costs.Credit Management Evaluate customer credit applications and recommend credit limits based on risk assessment and company policy.Monitor outstanding receivables and follow up with customers to ensure timely payments.Work closely with the finance team to manage overdue accounts and minimize bad debt.Provide regular reports on customer credit status and overdue balances for management review.Reporting Analysis Prepare regular reports on sales performance, inventory levels, order status, and customer trends.Analyze data to identify patterns, potential issues, and opportunities for improvement in sales administration processes.Provide insights to management for decision-making, including forecasting, budgeting, and strategic planning.Ensure accuracy and timeliness of all reports to maintain transparency and informed business decisions.Team Leadership Supervise, mentor, and develop a team of sales administration staff to ensure high performance.Allocate tasks effectively, monitor progress, and provide coaching or training as needed.Foster a collaborative and motivated work environment that encourages continuous improvement.Conduct performance reviews and support professional development initiatives for team members.Process Improvement Continuously review and improve sales administration workflows to enhance efficiency, accuracy, and customer satisfaction.Identify gaps in existing processes and implement solutions to reduce errors, delays, and redundancies.Collaborate with other departments to ensure that best practices are standardized across the organization.Keep updated on industry trends and technology solutions to propose innovations for sales operations.Ad Hoc Task Projects Handle special assignments, one-off requests, and projects as directed by management.Prepare reports, analyses, or presentations for management decision-making on short notice.Support cross-functional teams with urgent operational or administrative needs.Assist in problem-solving and implement temporary or immediate solutions for unforeseen challenges.Coordinate special initiatives such as system updates, process reviews, or event support as required.Responsible for any other functions that may be delegated from time to time.REQUIREMENT Minimum degree in Business Administration, Supply Chain Management, Logistics Management, or related field.At least 8 - 10 years working experience in sales administration, supply chain coordination, or related roles.Prior experience in inventory management, credit control, or customer service preferred.Experience in leading or supervising a team is strongly preferred.Possess organizational, analytical, and problem-solving skills..Excellent communication and interpersonal skills to liaise effectively with internal and external stakeholders.Proficient in ERP, CRM, and Microsoft Office tools (Excel, Word, PowerPoint).Strong understanding of sales operations, supply chain, inventory, and credit management processes.