Job description for Sales Administrator (Engel's Sense) at Oneteam
The Role
This role is with one of our portfolio companies, Engel’s Sense, a Singapore-based business founded in 2009 that specialises in premium ambient scenting and fragrance solutions. Engel’s Sense has an established presence in B2B scenting services, providing customised fragrances and professional scenting systems to hotels, retail malls, corporate offices, healthcare institutions, and other commercial environments.
We are looking for a detail-oriented and dependable Sales Administrator to support our Malaysia operations. This role is focused on providing administrative and coordination support to the Country Manager, while also assisting with basic operational tasks. You will play a key role in ensuring smooth day-to-day sales processes, proper documentation, and coordination between sales, clients, finance and operations. This role is ideal for someone organized, proactive, and keen to grow in a fast-paced, entrepreneurial environment.
Sales Administration Support
- Prepare quotations, sales orders, invoices and related sales documentation accurately and in a timely manner.
- Maintain and update client records, contracts, pricing details and account information.
- Track sales pipeline activities, client follow-ups and key account updates.
- Support the Country Manager with sales reporting, calendar scheduling, meeting coordination and administrative follow-ups.
- Assist in preparing sales presentations, proposals, tender documents and other client-facing materials.
Client Coordination
- Liaise with clients on service appointments, installation schedules, basic enquiries and documentation requirements.
- Follow up with clients on outstanding documents, payment confirmations, purchase orders and service confirmations.
- Ensure a smooth handover from the sales team to operations for new installations, renewals and service-related matters.
- Maintain professional and timely communication with clients to support a positive customer experience.
Finance Coordination & Billing Support
- Coordinate with the internal finance team on invoicing, payment tracking, billing documentation and sales-related finance matters.
- Ensure quotations, purchase orders, invoices and supporting documents are complete, accurate and properly submitted for processing.
- Assist in monitoring outstanding payments and following up with clients on overdue amounts, where required.
- Support simple reconciliations by matching sales records, invoices, payment confirmations and client documentation.
- Liaise with finance to resolve billing discrepancies, invoice queries and documentation gaps in a timely manner.
Operations & Logistics Support
- Coordinate with the operations team on installation schedules, servicing timelines and client requirements.
- Assist with inventory tracking for scent oils, machines, consumables and other sales-related stock items.
- Support basic procurement, order coordination and supplier follow-ups where required.
- Help arrange deliveries, service deployments and related documentation to ensure operational readiness.
General Administrative Duties
- Maintain proper digital and physical filing of all sales, client, finance and operational documents.
- Ensure internal records are updated and accessible for reporting, audit and operational purposes.
- Assist with ad-hoc administrative, coordination and reporting tasks as assigned by management.
Requirements
- Diploma in Business Administration or related field
- 1–2 years of admin or coordination experience preferred
- Prior experience in sales administration, customer service or administrative support preferred.
- Proficient in Microsoft Office, especially Excel, Word and Outlook.
- Organised, detail-oriented and able to manage multiple follow-ups.
- Comfortable liaising with customers and internal departments.
- Basic understanding of invoicing, quotations and payment follow-up processes will be an advantage
- Good communication skills in English (additional languages are a plus)
- Able to multitask and work in a fast-paced, hands-on environment
Good to Have
- Experience supporting a sales team or handling quotations/invoicing
- Familiarity with CRM systems or inventory tracking
- Exposure to coordination between sales and operations
What We Offer
- Exposure to regional business operations
- Opportunity to work closely with leadership
- Growth opportunities in a niche and expanding industry
- Collaborative and flexible work environment
