Job Description

Join Our Team!

We are seeking a detail-oriented Customer Support Assistant to support the processing of customer sales quotation, sales orders and related documentation. The ideal candidate will ensure accurate sales quotation & order entry, manage discrepancies between quotations and purchase orders (POs), and maintain efficient record-keeping. This role is vital in ensuring smooth daily operations and effective customer support.

Key Responsibilities

1. Sales Quotation Processing:

Prepare and process sales quotations accurately based on the standard price list and ad-hoc pricing as confirmed by the superior. Ensure all product, pricing, and customer details are correctly reflected in the quotation in accordance with company policies and approval guidelines. Ensure timely turnaround of quotation requests to support customer satisfaction and smooth sales operations.

2. Sales Order Processing:

Accurately process sales orders based on purchase orders (POs) received from customers, ensuring all details are entered correctly in the system in line with company guidelines. Verify that customer POs match the corresponding quotations, identifying any discrepancies and escalating them to the Customer Service Executive for resolution. Ensure timely and efficient order processing to meet customer expectations and support smooth warehouse and distribution (W&D) operations.

3. Discrepancy Management:

Identify discrepancies between customer POs and company quotations, such as pricing or product details, and escalate these issues to the Customer Service Executive. Facilitate clear and effective communication between the relevant teams (sales, warehouse, finance) to resolve any issues and ensure the order process is not delayed. Track and follow up on escalations, ensuring prompt resolution and keeping customers updated on the status of their orders.

4. Document Management & Filing:

Upload delivery orders (DOs) and invoices to customer portals to ensure accurate and timely invoicing, facilitating a smooth accounts receivable (AR) process. Specifically, track and ensure all deliveries to the Government sector have their DOs and invoices promptly updated in the respective portals, adhering to sector-specific requirements and deadlines. Provide weekly reports to Finance on the status of each transaction related to Government sector deliveries, ensuring no processes are missed or delayed. Ensure all customer-related documents (POs, DOs, invoices) are filed systematically and can be easily retrieved for audits, customer inquiries, or reporting.

5. Report Generation:

Assist in generating periodic reports on sales orders, discrepancies, order processing times, and other metrics as required by management. Provide reports to the Customer Service Executive to support decision-making and improve operational efficiency. Contribute to the analysis of order processing data to identify trends or areas for improvement in customer service performance.

6. Collaboration:

Work closely with other related departments to ensure smooth communication between departments. Support the Customer Service Executive in additional administrative tasks related to customer order processing and service delivery.

7. Any other task given/instruct by your Immediate Supervisor or the Management.

Requirements

Possess at least STPM or Diploma in any relevant field. Fresh graduates are welcome to apply. A minimum of 2 years' experience in customer service, sales order processing, or a similar administrative role. Strong attention to detail and the ability to manage multiple tasks simultaneously. Proficiency in using order processing software, ERP systems, or customer portals. Strong organizational skills, with the ability to maintain accurate records and documentation. Excellent communication and problem-solving skills, with the ability to escalate issues and collaborate with other departments. Familiarity with Warehouse and Distribution (W&D) services is an advantage.
Job Type: Contract
Contract length: 6 months

Pay: RM1,700.00 - RM1,800.00 per month

Benefits:

Maternity leave Parental leave Professional development
Application Question(s):

What's your expected monthly basic salary? What's your current monthly basic salary? How much notice are you required to give your current employer? How many years of experience do you have working in customer service? What computer systems or software have you used in your previous work experience?
Work Location: In person