Operation Key Account/Sales Support Executive

Job Overview:

We are seeking a proactive, detail-oriented professional to join our Sales team to support the OKAM Manager and Business Development Manager. This role involves handling quotation preparation, administrative tasks, customer inquiries, shipment coordination, and ensuring timely cargo delivery. The position also includes maintaining customer relationships, managing data, tracking shipments, and supporting the execution of sales agreements, along with providing ad hoc support across sales and operations functions.

Job Responsibilities:

Quotation & Commercial Support

• Gather rate requests from internal teams and customers; coordinate with Pricing/Procurement teams to prepare and submit quotations.
• Prepare professional proposals and rate sheets.
• Assist with commercial terms, freight terms, and documentation required for quotations.
• Track bid deadlines and follow up on conversions.
• Maintain quote accuracy and enrich CRM with quote details, assumptions, and outcomes.

Customer Support

• Serve as an initial point of contact for customers regarding shipments, service questions, and status updates.
• Monitor shipment status, proactively identify exceptions, and communicate impact and mitigation steps to customers and internal teams.
• Respond to customer inquiries and complaints, and manage customer relationships.

Key Account Support

• Assist the OKAM Manager in maintaining relationships with assigned key accounts.
• Understand account requirements, service level expectations, and growth opportunities.
• Support account planning activities.

Sales Administration

• Administer sales plans, process sales transactions, and maintain sales documents.
• Maintain customer relationship management (CRM) or enquiry logs with accurate data.
• Manage customer-related reports and assist with administrative tasks.

Operational Coordination

• Work closely with the operations team to ensure Standard Operating Procedures (SOPs) are followed.
• Ensure billing aligns with customer quotations and all charges are accurate.
• Facilitate timely resolution of any discrepancies.

Reporting & Analytics

• Maintain and update dashboards on quotes, bookings, revenue impact, and service performance.
• Generate regular reports on pipeline, win rate, quote accuracy, and delivery performance for the OKAM and Business Development Manager.
• Conduct data cleanup and ensure CRM data integrity.

Compliance & Documentation

• Ensure adherence to customs, regulatory, and internal compliance standards.
• Assist with documentation accuracy for shipments and customs clearance in collaboration with the Documentation team.

Ad Hoc Support

• Provide flexible support for urgent or unplanned tasks across sales and operations.
• Assist with special projects, internal initiatives, and cross-functional coordination as needed.

Job Requirements:

• Bachelor’s degree.
• 2–5 years of experience in freight forwarding, logistics operations, or sales support with exposure to quoting and customer service.
• Experience supporting key accounts or managing a small portfolio of customers.
• Proficiency with CRM systems (e.g., Salesforce) and freight management systems (e.g., CW1).
• Comfortable with data entry, reporting, and pipeline management.
• Strong written and verbal communication, negotiation, and problem-solving abilities.
• Fluent in English and Chinese (both Cantonese and Mandarin).
• Ability to multi-task, prioritize, and manage multiple shipments and quotes simultaneously.
• Detail-oriented with strong organizational, time management, and analytical skills.
• Collaborative mindset with the ability to work cross-functionally and support multiple managers.