Sales Administrator

ABOUT THE COMPANYMdm Ling Bakery is a Singapore based bakery brand with in-housemanufacturing, warehousing and distribution capabilities. We serve retail,e-commerce, corporate gifting, wholesale and institutional channels acrossSingapore. Our brand promise is simple: Love Them All.ABOUT THE ROLEWe are seeking a meticulous and service-oriented Sales Administrator tosupport the daily administration of our sales orders.Reporting to the Business Development Manager, you will manage the orderprocess from initial customer enquiry through to invoicing, fulfilment andpayment. You will work closely with our sales, warehouse, logistics and retailteams, and you will often be the primary point of contact for our customers.KEY RESPONSIBILITIESCustomer Enquiries and Order Management• Attend to customer enquiries via phone, email and messaging platforms in a timely and professional manner.• Process orders accurately, confirming items, quantities, pricing, delivery dates and delivery addresses prior to processing.• Follow up on open enquiries and quotations to support the sales team, and record the outcome of each follow-up.• Manage customer issues and complaints, escalating to your supervisor where a decision, credit note or goodwill gesture is required.Quotations, Invoicing and Collections• Prepare quotations, sales orders and invoices accurately, verifying pricing, quantities, customer details and delivery dates before issue.• Apply the approved price list and discount structure, obtaining approval for any exceptions.• Monitor outstanding invoices, follow up with customers on payment, and report aged or disputed accounts to your supervisor.• Reconcile customer payments against invoices and submit records to Accounts.Order Documentation and Fulfilment Coordination• Prepare gift cards, gift messages, packing lists and delivery orders, and submit them to the warehouse team in good time for packing.• Liaise with warehouse, logistics and retail teams to ensure orders are fulfilled accurately and on schedule, and notify customers promptly of any changes.• Process amendments, postponements and cancellations, ensuring all affected teams and documents are updated.Records, Inventory and Reporting• Maintain the sales dashboard and order trackers for both prospective and confirmed orders.• Maintain accurate customer master records, including contact details, delivery instructions, agreed pricing and purchase history.• Verify stock availability prior to order confirmation and escalate shortages or extended lead times at an early stage.• Compile weekly and monthly sales and order reports for management.Corporate and Festive Accounts• Support corporate, bulk and festive orders, including quotation, order consolidation, delivery scheduling and post-delivery follow-up.• Assist with customer registration on procurement portals and with the submission of required customer documentation.MINIMUM QUALIFICATIONS• Diploma in Business Administration, Supply Chain, or a related discipline, or equivalent relevant experience.• Minimum 2 years of experience in sales administration, order processing, customer service or a similar coordination role.• High level of accuracy and attention to detail in handling pricing, quantities, addresses and delivery dates.• Strong written and verbal communication skills in English, with a customer-oriented approach.• Proficient in Microsoft Excel or Google Sheets, and comfortable working with order management or inventory systems.• Ability to manage multiple concurrent orders and to work effectively under pressure, particularly during peak festive periods.• A proactive, ownership-driven approach to resolving discrepancies.PREFERRED QUALIFICATIONS• Experience within the food and beverage, retail, e-commerce or logistics sectors.• Exposure to corporate gifting, bulk order processing or festive season volumes.• Basic invoicing or accounts receivable experience.WHAT WE OFFERCareer Progression• This role is the entry point into our commercial team, and there is a defined path from here into account ownership for strong performers. We will walk you through it at interview.• Progression is based on capability and results, not on time served, and your development plan is set out at your first performance review.Exposure and Environment• Broad exposure across the full order to delivery cycle, including sales, invoicing, inventory, logistics and customer management. Few administrative roles offer this end-to-end view of a business.• Short reporting lines and direct working relationships with the sales, warehouse, logistics and production teams.• A collaborative, close-knit team where your contribution is visible.• Structured performance reviews at the end of probation and annually thereafter.• Competitive remuneration package, commensurate with experience.HOW TO APPLYInterested applicants are invited to apply through LinkedIn with an updatedCV.