The Role
Supports sales enquiries, vendor communications, proposal and quotation preparation, site mapping, order and purchase order processing, document management, invoice coordination, and campaign tracking. Maintains sales databases and customer records while coordinating with clients, suppliers, sales, and accounts teams. Requires strong administrative, communication, organizational, Excel, CRM, presentation, and location-mapping skills, plus willingness to travel.
Summary Generated by Built In
Position Overview
We are looking for a detail-oriented and organized Client & Sales Administration
professionalto join our dynamic team. This role is idealfor a juniorto middle-skilled
graduate who is eagerto support sales operations, coordinate vendor
communications, and ensure seamless order processing and administrative
management.
Key Responsibilities
1. Sales Enquiry & Proposal Support
● Enquiry Management: Coordinate incoming client enquiries and assistin
identifying target areas based on customer needs.
● Vendor Coordination: Contact vendors to check site availability, obtain pricing,
and compile vendor quotations.
● Proposal Preparation: Select optimal advertising sites and prepare detailed
proposal documents and formats.
● Site Mapping: Map precise site locations using Google Maps, inputting
coordinates and photos with Microsoft Power Point/ Canva to ensure
high-quality presentations.
● Client Quotations: Finalize approved client quotations, share proposals to
respective clients and support subsequent clientfollow-ups. Comfortable with
utilizing CRM.
2. Order Processing & Coordination
● Media Confirmations: Assistthe sales team in preparing and drafting Media
Confirmation documents based on confirmed customer orders.
● Purchase Order Administration: Manage Purchase Order (PO) administrative
tasks and send documents back to clients.
● Document Management: Upload signed files to the server and coordinate with
the Accounts team to ensure promptinvoice issuance.
● Supplier Coordination: Draft and issue Purcahse Orders to media suppliers and
coordinate with the sales team for accuracy reviews before sending.
3. Database Maintenance & Tracking
● Master Lists: Systematically record sales and purchase details in master Excel
tracking lists to maintain up-to-date transaction history.
● Campaign Tracking: Track and update Campaign Expiry Lists to log and monitor
contracttimelines forfuture follow-ups.
● Record Keeping: Maintain accurate and organized customer records, recording
correspondences and routing inquiries as necessary.
Requirements
Education: Diploma orBachelor’s degree inBusiness Administration, Marketing,
or a related field (Juniorto Middle-skilled graduates are highly encouraged to
apply).
● Technical Proficiency: Solid proficiency in Microsoft Excel/Google Sheets for
tracking and data entry.
● Geographical & Office Tools: High comfortlevel using Google Maps for
coordinates plotting and location identification. High comfort with using CRM &
Microsoft Products; PowerPoint, AI Tools, Gemini, Claude, Canva and Cloud
Storages.
● Attention to Detail: Meticulous attention to detail, ensuring accuracy in pricing,
coordinates, and paperwork.
● Interpersonal & Communication Skills: Professional communication skills
(written and verbal)to correspond effectively with both vendors and clients.
● Self-Management: Strong organizational and multitasking skills with the ability
to work under minimal supervision.
● Transport : Possess own transport and valid driving licence. Willing to travel
locally and outstation when required with travel & petrol allowances.
● Language: Fluentin English andBahasa Malaysia; Mandarin is an added
advantage
Skills Required
- Diploma or Bachelor's degree in Business Administration, Marketing, or a related field
- Proficiency in Microsoft Excel or Google Sheets for tracking and data entry
- Comfort using Google Maps for coordinate plotting and location identification
- Comfort using CRM systems and Microsoft products, including PowerPoint
- Familiarity with AI tools such as Gemini and Claude, Canva, and cloud storage
- Meticulous attention to detail for pricing, coordinates, and paperwork
- Professional written and verbal communication skills
- Strong organizational and multitasking skills with ability to work under minimal supervision
- Own transportation and a valid driving licence
- Willingness to travel locally and outstation when required
- Fluency in English and Bahasa Malaysia
- Mandarin language ability
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The Company
What We Do
MVC Resources is a Malaysia-based human resources and recruitment consultancy that helps organizations address talent and skills gaps. It supports employers with recruitment, executive search, talent management, talent profiling, payroll outsourcing and human-capital advisory. The company also provides HR technology integration and helps digitize HR functions, streamline hiring and inform workforce decisions. Its clients include startups, SMEs and multinational organizations.
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