Job Description

The Junior Secretary will provide administrative and secretarial support to the Sales Department to ensure smooth daily operations and efficient coordination of sales activities.

Key responsibilities include:

1. Administrative Support

• Provide general secretarial and administrative support to the Sales Manager and sales team.
• Handle incoming calls, emails, correspondence, and enquiries.
• Maintain proper filing systems and update sales-related documents and records.
• Prepare letters, memos, reports, and other administrative documents when required.

1. Sales Coordination

• Assist the sales team in preparing quotations, sales orders, invoices, and other sales-related documents.
• Follow up on sales documentation and coordinate with other departments where necessary.
• Update and maintain customer databases and sales records.
• Assist in monitoring sales orders and delivery status.

1. Meeting & Schedule Management

• Arrange meetings, appointments, and schedules for the Sales Manager and sales team.
• Prepare meeting agendas, take minutes, and distribute meeting notes when required.
• Coordinate internal and external meetings with customers.

1. Customer & Internal Coordination

• Assist in handling customer enquiries and forwarding them to the relevant sales personnel.
• Coordinate with other departments, such as Accounts, Operations, and Logistics.
• Ensure timely communication and follow-up on sales-related matters.

1. Other Duties

• Assist in preparing sales reports and presentations.
• Support sales events, exhibitions, and company activities when required.
• Perform other administrative duties and ad-hoc tasks assigned by the superior.

Job Requirements

• Minimum SPM / Diploma in Business Administration, Secretarial Studies, Office Management, or equivalent.
• Fresh graduates are encouraged to apply.
• Preferably 1–3 years of working experience in administrative or secretarial roles. However, training will be provided.
• Basic knowledge of Microsoft Office applications, especially Microsoft Word, Excel, and Outlook.
• Good communication and interpersonal skills.
• Good command of English and Bahasa Malaysia. Knowledge of additional languages is an advantage.
• Good organizational skills with strong attention to detail.
• Able to work independently and as part of a team.
• Responsible, proactive, willing to learn, and able to handle multiple tasks.
• Good time management and ability to meet deadlines.

Skills