Job Description

 1. Client Communication Support

• Attend customer meetings together with the Sales Manager.
• Take structured meeting notes and capture all project requirements.
• Send a meeting recap email to the client on the same day after every meeting.
• Follow up with clients to collect missing details required for project briefing.
• All meeting notes must follow standard template.

2. Project Brief Preparation

• Prepare a complete project brief once sufficient information is collected from the client.
• Ensure the brief contains all necessary information such as:
• Event name and venue
• Booth size and location
• Client objectives
• Key deliverables
• Budget indication (if available)
• Timeline and submission deadline
• Submit and brief the 3D design team once a designer is assigned.
• All project briefs must be completed before sending to 3D team

3. Proposal & Quotation Preparation

• Prepare quotations based on the finalized design and internal costing.
• Ensure pricing accuracy by verifying cost inputs with the operations or production team if necessary.
• Compile proposal documents including drawings, quotation, and supporting materials.
• Send proposals to the client and arrange presentation meetings for the Sales Manager.

4. Sales Follow-Up & CRM Management

• Follow up closely with potential clients after proposals are submitted.
• Track and update all leads, opportunities, and project status in the CRM system.
• Maintain organized documentation for each project including briefs, drawings, quotations, and correspondence.
• CRM must be updated daily.

5. Contract & Payment Coordination

• Follow up with clients to obtain:
• Purchase Order (PO)
• Signed quotation / agreement
• Company chop or authorization
• Coordinate with the finance team to ensure invoices are issued promptly.
• Follow up closely on down payment and outstanding payments.

6. Internal Coordination

• Act as a coordination point between:
• Sales team
• 3D design team
• Operations team
• Finance team
• Ensure project information flows clearly between departments.

Job Requirements

Education & Experience

• Diploma or Degree in Business, Marketing, Events Management, or related field.
• Minimum 3 years of experience in sales support, project coordination, or client servicing, preferably in events, exhibitions, or related industries.
• Experience preparing quotations, proposals, or project briefs will be an advantage.

Skills & Competencies

• Strong communication skills (written and verbal) in English; Bahasa Malaysia and/or Mandarin is an added advantage.
• Good organizational and coordination skills, with the ability to manage multiple projects and deadlines at the same time.
• High attention to detail for taking structured meeting notes, preparing accurate briefs, and checking quotations.
• Proficient in Microsoft Office / Google Workspace (Docs, Sheets, Slides) and comfortable working with CRM systems.
• Basic understanding of project flow in exhibition/event build (from brief, design, quotation, to production and invoicing) is preferred.

Work Behaviour & Attitude

• Highly responsive and disciplined in following up with clients and internal teams.
• Strong sense of ownership to ensure no deal is lost due to delay, missing information, or poor coordination.
• Able to work closely with Sales Manager, design, operations, and finance teams as a good team player.
• Professional, polite, and confident when dealing with clients in meetings and written communication.
• Able to work under time pressure and manage tight timelines without compromising accuracy.

Other Requirements

• Willing to attend client meetings (in-person or online) during normal business hours and occasionally outside normal hours if required.
• Able to start within short notice or as negotiated.

Skills