Secretary / Sales Coordinator

Job DescriptionSecretary / Sales & Operations Coordinator

Job SummaryWe are looking for a well-organized and detail-oriented Secretary / Sales & Operations Coordinator to support the daily workflow of our electronics maintenance company.The role includes preparing price offers for clients, registering device data on the company system, tracking device receiving and delivery, photographing devices, reviewing system records, and preparing reports for the Marketing Manager.

Main Responsibilities

1.

Preparing Price OffersPrepare and organize price offers for clients based on the information received from the marketing and maintenance teams.Ensure that all client data, device details, prices, and terms are correctly written before sending.Follow up on price offers and update their status on the system.

2.

Device Data EntryRegister all received devices on the company system.Enter accurate device information, including:Client nameDevice nameBrand / modelPower ratingSerial numberFault descriptionReceiving dateResponsible department or engineer

3.

Device Receiving & Delivery TrackingRecord device entry and exit from the company.Ensure that every device has a clear status on the system.Coordinate with the maintenance team regarding device inspection, repair status, and delivery readiness.Make sure device movement is properly documented.

4.

Device Photography & DocumentationTake clear photos of received devices from different angles.Photograph nameplates, serial numbers, visible damages, accessories, and important details.Upload or save photos according to the company’s documentation system.

5.

System Review & Data AccuracyReview device records on the system regularly.Check that all information is complete and updated.Report missing or incorrect data to the responsible person.Help improve the accuracy and organization of company records.

6.

ReportingPrepare daily, weekly, or monthly reports for the Marketing Manager.Reports may include:Received devicesDelivered devicesPending devicesPrice offers sentApproved / rejected offersMissing data or delayed cases

7.

Communication & CoordinationCoordinate between marketing, maintenance, and administration teams.Communicate professionally with clients when required.Support the Marketing Manager with administrative and follow-up tasks.

Job RequirementsEducationBachelor’s degree or suitable administrative qualification.Fresh graduates may apply if they have good organization and computer skills.ExperiencePrevious experience in administration, secretary work, data entry, customer service, or sales coordination is preferred.Experience in maintenance, technical service, or industrial companies is a plus.Skills RequiredGood computer skills.Good knowledge of Microsoft Excel and Word.Accurate data entry skills.Good communication skills.Good organization and follow-up skills.Ability to prepare reports clearly.Attention to detail.Ability to handle multiple tasks.Good filing and documentation skills.Basic English reading and writing is preferred.Personal QualitiesOrganized and responsible.Patient and careful with details.Fast learner.Honest and committed.Able to work under pressure.Good at follow-up and reminders.Professional appearance and attitude.Cooperative with different departments.

Preferred QualificationsAbility to take clear photos and organize them properly.Basic understanding of industrial electronic devices is preferred but not required.Experience preparing quotations or price offers is a strong advantage.