Sales Administration cum Operations Executive

1. Sales Administration

• Process customer orders accurately and promptly from order receipt to delivery.
• Prepare quotations, proforma invoices, sales contracts and purchase orders.
• Coordinate order confirmations with Head Office and ensure pricing, product specifications and order details are accurate.
• Support the Sales team with administrative duties and documentation.
• Coordinate product samples, marketing materials and prepare weekly and monthly reports.

2. Supply Chain & Operations

• Coordinate the end-to-end supply chain from procurement through production to final delivery.
• Follow up on supplier confirmations, production schedules and procurement timelines.
• Liaise with factories to monitor production progress, packaging readiness and artwork approvals.
• Arrange and coordinate ocean and air freight, trucking, container loading, shipping schedules and deliveries.
• Work closely with freight forwarders, shipping lines, customs brokers, warehouses and transport providers to ensure timely execution.

3. Shipping & Trade Documentation

• Prepare, verify and maintain all import and export documentation, including Commercial Invoices, Packing Lists, Bills of Lading, Certificates of Origin, Health and Phytosanitary Certificates, Certificates of Analysis, Insurance Certificates and relevant permits.
• Ensure compliance with destination country import and export requirements.

4. Inventory & Warehouse Management

• Monitor inventory levels, stock availability, stock ageing and replenishment requirements.
• Coordinate stock reconciliation, inventory counts and maintain accurate inventory records.
• Work with 3PL warehouse personnel to ensure accurate receiving, storage, picking, packing, stock transfers and on-time deliveries.
• Investigate and resolve inventory discrepancies and warehouse operational issues.

5. Demand Planning

• Support demand and supply planning through market supply monitoring, sales forecasts and replenishment planning.
• Work closely with the Sales team to anticipate customer demand and maintain optimal inventory levels.

6. Import & Export Operations

• Coordinate shipping bookings, customs clearance, permit applications, shipment tracking and delivery schedules.
• Verify freight costs and monitor shipments through to final delivery.

7. Operational Performance & Cost Control

• Monitor key operational KPIs, including order fulfilment, on-time delivery, inventory accuracy, supplier performance and freight costs.
• Identify opportunities to improve operational efficiency, reduce logistics costs and optimise supply chain performance.
• Prepare regular operational and management reports.

8. Documentation, Compliance & Continuous Improvement

• Maintain accurate and audit-ready operational records and documentation.
• Ensure compliance with company SOPs, food safety standards, import/export regulations and customer requirements.
• Recommend and implement continuous improvements to enhance operational efficiency, customer service and supply chain effectiveness.

9. Sales Lead Generation & Business Development Support

• Proactively identify and develop new sales leads through market research, online platforms, trade directories, exhibitions and networking.
• Build and maintain a database of prospective customers, distributors and business partners.
• Conduct outbound prospecting via email, telephone and social media to generate qualified sales opportunities.
• Arrange appointments and meetings for the Sales team with prospective customers.
• Monitor market trends, competitor activities and emerging business opportunities.
• Support the Sales team in achieving sales targets by generating a consistent pipeline of qualified leads and identifying opportunities for business growth.

Qualifications

• Diploma or Degree in Supply Chain Management, Logistics, Business Administration, Operations Management, International Business, Commerce or a related discipline.
• Candidates with 2–5 years of relevant experience will have an advantage.

Experience

Experience in one or more of the following industries is preferred:

• FMCG
• Food manufacturing or distribution
• Food trading
• Import & Export
• Supply Chain Operations

Experience in rice trading or agricultural commodities will be an advantage.

Technical Skills

• Proficient in Microsoft Excel, Word and Outlook.
• Experience with ERP and inventory management systems.
• Knowledge of sales order processing, shipping documentation and international trade procedures.
• Strong reporting and data analysis skills.

Key Competencies

• Strong organisational and planning skills
• Excellent communication and interpersonal skills
• Attention to detail and accuracy
• Customer-focused with strong problem-solving abilities
• Ability to multitask and work under pressure
• Proactive, resourceful and results-oriented
• High integrity and professionalism
• Team player with the ability to collaborate across departments