Job Description

Job Title: Sales Admin Coordinator (Contract)
Location: Malaysia
Function: Sales
Job Level: B3
Reports to: Manager of Sales Systems

Job Purpose / Overview

• Support the team in achieving sales administration excellence by managing daily operations, system processes (e.g., TPM, Efex), and reporting/analysis to facilitate sales objectives and management decision-making.
• Manage trade contract systems and workflows.
• Prepare and maintain sales reports and data accuracy.
• Assist in sales team expense claims and purchase order processes.
• Contribute to ongoing process improvements in tools and workflows.

Key Responsibilities

TPM Contract Management

• Create, close, release, and adjust contracts and budgets.
• Conduct quarterly contract accrual reviews with internal stakeholders.
• Maintain system data on forecast and actual performance.
• Track and follow up on supporting documents from the sales team.
• Prepare accrual ageing reports.
• Support system enhancements and testing.

Efex System Management

• Download inventory management system (IMS) reports.
• Maintain employee profiles (e.g., onboarding and offboarding).
• Upload periodic sales targets.

Reporting (Sales, Inventory, KPI)

• Generate sales and inventory reports.
• Track distributor stock balances and team incentive performance.
• Manage promotional materials inventory and provide summaries for closing reports.

Sales Expenses & PO Management

• Create purchase orders for field and sales personnel costs.
• Track POs and actual claims.

General Sales Admin Support

• Input retailer POs for distributor processing.
• Update return and promotional forms.
• Assist with travel and expense claims and trade bulletin preparation.
• Handle ad hoc administrative tasks as needed.

Process Improvement

• Assist in new feature rollouts and system testing for TPM and Efex.
• Drive control and governance improvements related to systems and expense processes.

Ad Hoc Support

• Provide additional administrative support to the sales team as required.

Context and Scope

• The role directly supports the team lead and collaborates closely with the sales team.
• A strong attention to detail, multitasking ability, and problem-solving mindset are essential for success.

Qualifications

Education & Professional Requirements

• Diploma or Degree in Business or related discipline.
• Experience in sales administration, operations, planning, or trade expense management is advantageous.

Competencies

Role Level: Individual Contributor

• Delivers Consistent Results
• Creates Collaborative Relationships

Key Supporting Competencies:

• Drive for Results
• Priority Setting
• Planning Acumen
• Collaboration with Stakeholders

Key Functional & Technical Skills:

• Sales Planning
• Customer Execution & Measurement

We thank you for applying with us in advance but only short-listed candidates will be notified. For candidates who applied to this job is deemed to have consented to the collection, use and disclosure of personal data by our organization for a purpose of this or any job application with Bell Ward.

Company Registration No.: 1080098-P (JTK License No: JTKSM 427)