Job Description

We are seeking a diligent and organized Sales Admin & Accounting Officer to manage and support end-to-end sales confirmations, purchasing, and accounting tasks. This role will involve extensive coordination with both internal teams and overseas counterparts to ensure seamless sales transactions and accurate financial tracking.

Key Responsibilities:

1. Sales Administration & Order Management:

• Coordinate sales order processing from confirmation through to delivery.
• Liaise with overseas counterparts and suppliers to confirm purchase orders, update shipping schedules, and track order fulfillment.
• Prepare and issue purchase orders, sales orders, and other sales-related documents.
• Maintain accurate and up-to-date records of sales orders, purchase orders, and customer data.

1. Customer & Supplier Communication:

• Act as the primary point of contact for customers and suppliers, addressing inquiries, clarifying orders, and ensuring satisfaction.
• Coordinate with logistics and warehouse teams to facilitate order deliveries and returns.

1. Accounting & Financial Documentation:

• Update accounting records, including payments, receivables, and invoices.
• Prepare monthly reconciliations for accounts payable and accounts receivable.
• Assist in preparing financial reports, including sales analysis, cost reports, and inventory tracking.

1. Purchasing & Procurement:

• Support the purchasing process by obtaining quotes, managing vendor relationships, and tracking inventory levels.
• Work with overseas suppliers to confirm order details, timelines, and payment terms.
• Negotiate pricing and manage terms for purchasing contracts as needed.

1. Cross-Department Coordination:

• Collaborate with operations and sales teams to streamline processes, ensuring timely sales and order completion.
• Coordinate with finance to support accurate reporting and align sales records with financial documentation.

1. Compliance & Documentation:

• Ensure all transactions comply with company policies, regulatory standards, and are well-documented for audits.
• Organize and maintain a structured filing system for easy retrieval of documents.

Job Requirements

• Diploma or Bachelor’s degree in Accounting, Business Administration, or a related field.
• 2+ years of experience in sales administration, purchasing, or accounting roles.
• Proficiency in Microsoft Office Suite, especially Excel; experience with accounting software AutoCount is a plus. Knowledge about e-invoicing is advantages. 
• Fluent in spoken and written Mandarin and English is a must. 
• Excellent communication skills with the ability to liaise effectively with overseas suppliers and internal teams.
• Strong organizational skills with attention to detail and accuracy.
• Ability to multitask, prioritize, and handle tight deadlines.
•  Willingness to attend to calls during off-office hours as needed.
•  Resourceful & Collaborative person
•  Proactive

Skills