Sales Support Executive

Job Purpose

The Sales Support Executive provides operational, administrative and commercial support to the Sales team throughout the sales order-to-delivery process. The role coordinates between Sales, customers and internal stakeholders to ensure accurate order processing, documentation, system updates, vehicle allocation, invoicing, registration and delivery.

Key Responsibilities

1. Sales Administration & Order Management

• Provide day-to-day administrative and operational support to Sales.
• Receive, verify and process customer orders and supporting documents.
• Maintain accurate customer, vehicle and sales order records.
• Monitor the sales order book, outstanding orders and vehicle status.
• Coordinate order amendments, cancellations, approvals and documentation.
• Ensure transactions comply with company approval requirements and maintain proper audit trails.

2. Systems & Data Management

• Maintain accurate and timely information in CM, Salesforce, SAP and other relevant systems.
• Update customer, vehicle, pricing and sales-status information.
• Conduct data checks and resolve discrepancies with relevant stakeholders.
• Maintain sales master data and support improvements in data quality.

3. Vehicle & Inventory Coordination

• Maintain visibility of vehicle/chassis availability and stock status.
• Coordinate vehicle allocation in line with approved requirements and guidelines.
• Monitor vehicle availability, delivery timelines and aged stock.
• Coordinate with Sales Order Planning on vehicle requirements and supply constraints.
• Highlight shortages, delays and other risks affecting customer delivery.

4. Sales Reporting & Commercial Support

• Prepare daily, weekly and monthly sales reports and operational trackers.
• Support Sales and Business Review reporting and performance tracking.
• Maintain approved pricing and costing information.
• Support quotations, commercial calculations and Special Deal submissions.
• Coordinate pricing, costing and commercial approvals with Finance and Sales.
• Support approved campaigns, discounts and commercial programmes.

5. Invoicing, Registration & Delivery

• Coordinate sales invoicing and Delivery Order preparation.
• Support COE bidding and vehicle registration administration where applicable.
• Ensure required vehicle documentation and system updates are completed.
• Coordinate with Logistics, PDI, Workshop and other stakeholders to ensure vehicles are delivery-ready.
• Monitor and escalate outstanding actions or delays affecting delivery.

6. Customer & Cross-Functional Support

• Act as an operational link between Sales, customers and internal departments.
• Respond to enquiries regarding orders, vehicles, documentation and delivery status.
• Support Sales Executives in resolving operational issues.
• Coordinate outstanding activities across Sales, Finance, Logistics, Supply Chain, Operations, Shared Services and other stakeholders.
• Maintain a professional, service-oriented approach and contribute to a positive customer experience.

7. Process Improvement & Compliance

• Identify opportunities to simplify, standardise or automate administrative processes.
• Maintain relevant SOPs, trackers and working instructions.
• Support sales-system and digital-tool improvements.
• Ensure compliance with internal controls, approval authorities and regulatory requirements.
• Support audits and continuous-improvement initiatives.

Key Performance Indicators

• Sales order processing accuracy and completeness
• CRM/Salesforce data accuracy and timeliness
• Reporting accuracy and on-time submission
• Invoice, Delivery Order and registration turnaround time
• Vehicle delivery documentation readiness
• Outstanding-order ageing
• Order/data discrepancy levels
• Sales team service level and customer satisfaction
• Achievement of sales operational KPIs

Knowledge & Skills

• Understanding of automotive sales administration and order-to-delivery processes.
• Knowledge of vehicle inventory, pricing, costing and commercial approvals.
• Strong administrative, organisational and analytical skills.
• High attention to detail and data accuracy.
• Strong communication, coordination and customer-service skills.
• Ability to manage multiple priorities, deadlines and stakeholders.
• Proficient in Microsoft Excel, PowerPoint and Office applications.
• Experience with SAP, Salesforce, CRM or ERP systems is advantageous.

Qualifications & Experience

• Minimum GCE ‘O’ Level, Diploma or equivalent.
• Diploma in Business Administration, Sales & Marketing, Supply Chain or related discipline is advantageous.
• 1–3 years of relevant experience in Sales Support, Sales Administration, Order Management or Sales Operations.
• Automotive or commercial-vehicle experience is preferred.
• Experience with sales orders, vehicle registration, invoicing, inventory or delivery processes is advantageous.

Core Competencies

• Customer Focus
• Action Oriented
• Collaboration
• Accountability
• Planning & Organisation
• Decision Quality
• Effective Communication
• Trust & Integrity
• Results Orientation
• Attention to Detail
• Continuous Improvement