United Disinfectant Manufacturers Sdn. Bhd. Hiring! Full Time Senior Sales Support - Operations Executive in WP Kuala Lumpur - Ricebowl

About Us

United Disinfectant Manufacturers Sdn. Bhd. is part of an internationally operating group of companies that develops, manufactures, and distributes disinfectants and cleaning products for the dental and medical industries. With operations across Europe and Asia, we serve customers and business partners in more than 60 countries around the world.

Position Overview

We are seeking an experienced, hands-on, and organised Senior Sales Support & Operations Executive to manage customer orders from receipt through delivery and coordinate key activities across sales, purchasing, logistics, customer service, and general operations.

This is a senior individual contributor role for someone who can work independently, manage multiple priorities, communicate confidently with customers and suppliers, and take ownership of matters through to completion.

The role includes order processing, customer communication, preparation of commercial, shipping, and customs documentation, purchasing activities, supplier coordination, complaint handling, inventory monitoring, and operational support.

Key Responsibilities

1. Sales Support & Customer Operations

• Monitor daily operations of the Sales Support team to ensure the efficient handling of customer inquiries, orders, and delivery arrangements.

• Manage customer orders from receipt through final delivery.

• Review incoming orders for completeness, pricing, product availability, delivery requirements, and customer-specific conditions.

• Prepare and process quotations, order confirmations, delivery notes, invoices, and other sales-related documentation.

• Maintain proactive communication with customers regarding order status, delivery schedules, documentation, and outstanding matters.

• Handle customer enquiries, requests, complaints, and delivery-related issues professionally and efficiently.

• Coordinate closely with Sales, Production, Logistics, Finance, Quality, and Regulatory Affairs to ensure customer requirements are fulfilled.

• Follow up on outstanding matters and ensure issues are resolved within appropriate timelines.

• Maintain accurate customer, order, pricing, and transaction records.

2. Shipping, Logistics & Customs Coordination

• Coordinate domestic and international shipments with freight forwarders, couriers, customs agents, customers, and internal departments.

• Prepare and review documentation required for import, export, transportation, and customs clearance.

• Ensure shipping documents are complete, accurate, and issued on time.

• Monitor shipments and follow up on delays, customs queries, documentation issues, and other logistical matters.

• Coordinate delivery schedules and ensure customers receive accurate and timely information.

• Support the selection of suitable and cost-effective freight and logistics solutions.

3. Purchasing & Supplier Management

• Coordinate day-to-day purchasing activities for materials, components, services, and operational requirements.

• Prepare, issue, and follow up on purchase orders.

• Review supplier confirmations, pricing, delivery dates, invoices, and supporting documentation.

• Maintain complete and accurate purchasing and supplier records.

• Evaluate new suppliers based on quality, commercial, regulatory, and business requirements.

• Maintain and regularly review the Approved Supplier List.

• Coordinate supplier evaluations, performance reviews, and risk assessments.

• Monitor supplier certifications and required quality documentation.

• Raise and follow up on supplier complaints where goods or services do not meet requirements.

• Identify and evaluate alternative suppliers to reduce supply risk and dependency on individual sources.

4. Inventory & Supply Coordination

• Monitor stock levels of raw materials, packaging materials, components, and other relevant items.

• Identify potential shortages and initiate purchasing actions before they affect production or customer deliveries.

• Monitor stock ageing and coordinate appropriate actions for slow-moving or ageing inventory.

• Track purchase price changes and communicate significant cost developments to Executive Management.

• Coordinate with Production, Purchasing, Logistics, and other relevant departments to ensure materials are available when required.

• Monitor supplier lead times and outstanding purchase orders.

5. Customer & Supplier Complaint Handling

• Coordinate customer complaints and ensure they are documented, investigated, and followed through to resolution.

• Maintain professional communication with customers throughout the complaint process.

• Coordinate internally with Quality, Production, Logistics, Sales, and other relevant departments.

• Raise and follow up on supplier complaints where incoming materials or services do not meet requirements.

• Track corrective actions and ensure agreed actions are implemented within required timelines.

• Maintain complete and traceable complaint records.

6. Quality, Compliance & Documentation

• Ensure sales support, purchasing, logistics, and supplier management activities are carried out in accordance with company procedures and applicable requirements.

• Maintain accurate and traceable documentation across relevant business processes.

• Support internal and external audits by ensuring required documents and records are complete and readily available.

• Follow up on documentation gaps, supplier issues, complaints, and corrective actions.

• Support compliance with relevant quality management requirements, including ISO 13485, ISO 9001, and GDPMD.

7. General Operations & Cross-Functional Coordination

• Coordinate day-to-day operational matters requiring follow-up across departments.

• Monitor outstanding operational issues and ensure agreed actions are completed.

• Manage incoming support requests and direct them to the appropriate departments.

• Coordinate selected building maintenance, repair, service provider, and facility-related activities.

• Monitor maintenance supplies, tools, and operational equipment.

• Support management with operational projects, reporting, documentation, and business improvement activities as required.

Requirements

• Bachelor’s or master’s degree in Business Administration, Supply Chain, Logistics, International Business, Operations, or another relevant discipline.

• Minimum 5 years of relevant professional experience in Sales Support, Sales Operations, Order Management, Purchasing, Supply Chain, Logistics, Customer Service, or a comparable operational role.

• Proven experience managing customer orders, commercial documentation, and operational coordination independently.

• Experience dealing directly with customers, suppliers, freight forwarders, and other external parties.

• Strong understanding of order processing, purchasing, logistics, and documentation workflows.

• Strong organisational and coordination skills.

• High attention to detail and accuracy.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and deadlines independently.

• Strong sense of ownership and follow-through.

• Ability to identify problems, take initiative, and drive matters to resolution.

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Microsoft 365.

• Knowledge of SAP Business One is a strong advantage.

• Experience in manufacturing, medical devices, pharmaceuticals, chemicals, healthcare, or another regulated industry is an advantage.

• Experience with international shipping, export documentation, and customs clearance is a strong advantage.

How to Apply

Please submit your CV together with a short statement explaining why you believe you are the right candidate for this position.

Your statement should briefly highlight your relevant experience, the responsibilities you have handled independently, and why your background is a strong fit for this role.

Applications without this short statement may not be considered.