Sales Order Management Executive

Sulzer is a leading engineering company with a proud heritage of innovation. Join our global team to grow your expertise and develop innovative solutions that enable a prosperous and more sustainable society. About the role Objective 1. Process customer orders accurately and efficiently while ensuring customer requirements are fulfilled. 2. Ensure all orders received are complete, accurate, and compliant with company requirements ("clean orders"). 3. Ensure all Sales and Service Costing Sheets comply with the approval matrix before order processing. Responsibilities ORDER PROCESS (New Order, Warranty, Credit Note) • Receive and review customer orders to ensure all required documents and information are complete. • Verify order compliance and ensure only clean orders are processed. • Enter orders accurately into the ERP system. • Process warranty orders and credit note requests in accordance with company procedures. • Issue Advance Payment Notices for cash terms and customer down payments. • Follow up on customer payments (cash, down payment, and post-dated cheques) prior to delivery. • Maintain accurate order records and documentation. INDENT- MU & LOCAL SUPPLIERS • Raise Purchase Orders (POs) to Manufacturing Units (MU) and local suppliers for optimum and non-optimum stock items. • Monitor and update MU indent status reports regularly. • Arrange cargo collection and shipment from Manufacturing Units to Malaysia via sea freight. • Liaise with freight forwarders on: Freight quotations, Vessel schedules, Shipping documentation, Seaway Bills, Customs clearance, Duties and taxes & Delivery arrangements • Verify warehouse Delivery Orders (DO) against Purchase Orders and update records accordingly. • Follow up with local suppliers on invoices, delivery orders, and other supporting documents. • Perform Goods Receipt (GRN) transactions in the ERP system for incoming materials. • Maintain proper filing and record management of all procurement and GRN documents. DELIVERY & INVOICING • Coordinate with Sales Engineers, Service Engineers, customers, and warehouse personnel to ensure timely delivery. • Prepare packing lists, shipment labels, and related delivery documentation. • Issue Delivery Orders (DO) accurately and on time. • Arrange transportation and liaise with customers and transport providers regarding delivery schedules. • Follow up on signed and stamped delivery documents for record retention. • Issue customer invoices and ensure invoice closure within the ERP system. • Maintain accurate records of all delivery and invoicing transactions. OTHER DUTIES • Support achievement of monthly net sales forecasts through effective order fulfillment. • Perform advance planning and coordination of sea freight shipments. • Monitor and follow up on backlog orders with distributors, customers. • Review customer credit status and overdue balances prior to delivery; obtain the necessary approvals for any deviations. • Provide documentation and information required for internal and external audits. • Prepare and maintain reports related to orders, deliveries, shipments, and sales activities. • Undertake any other duties assigned by management from time to time. Qualifications & Experience • Minimum 5 years of hands-on experience in Sales Order Management, Customer Service, Supply Chain, Logistics, or a related field. • Experience coordinating with Manufacturing Units, warehouses, freight forwarders, suppliers, and internal/external customers. • Strong understanding of order processing, import/export documentation, invoicing, and logistics operations. • Customer-oriented mindset with a focus on quality, accuracy, and on-time delivery. • Experience in preparing weekly and monthly reports and handling administrative responsibilities. • Working knowledge of I-Scala ERP is an added advantage, although training will be provided. Language Skills • Good verbal and written communication skills in: • English • Mandarin Chinese • Malay Desirable Personal Attributes • Self-motivated and able to work independently with minimal supervision. • Strong team player with a positive and collaborative attitude. • Well-organized with excellent attention to detail. • Strong follow-up, coordination, and problem-solving skills. • Energetic, proactive, and customer-focused. • Able to work effectively under pressure and manage multiple priorities. • Possesses a high level of integrity, accountability, and professionalism. This job and its associated grade are specifically aligned with roles that have the following scope of responsibility: Small, Medium, Large organization. Key Responsibilities Process customer orders and ensure data accuracy. Track order status and update systems accordingly. Communicate with customers regarding order issues. Coordinate with logistics and production teams. Analyze reports on order trends and customer feedback. Support continuous improvement initiatives. Skills & Qualifications Typically a University degree (or equivalent work experience) and at least of 3-4 years of relevant experience (or equivalent skills) are minimally required to carry out the role. Strong attention to detail and organizational skills. Good communication and customer service abilities. Experience with order management systems. Ability to work independently and resolve issues. Proficiency in Microsoft Office and ERP tools. What we offer you Standard Workweek: Monday to Friday Flexible Working Hours: 8.00a.m to 5p.m or 8.30a.m to 5.30p.m Statutory Leave: Annual Leave: 14 days max 24 days depending on years of service Sick Leave: 14 days max 18 days depending on years of service Parental Leave: Maternity and Paternity rules Statutory Deduction: EPF/TAX &SOCSO Insurance: Group Personal Accident, Group Term Life , and Group Hospitalizations Medical: General Patient, Dental and Annual Health Screening Long Service Award Festival eve time off Sulzer is an equal opportunity employer. We believe in the strength of a diverse workforce and are committed to offering an inclusive work environment. We are proud to be recognized as a Top Employer 2026 in Brazil, Canada, China, Finland, Germany, Ireland, Mexico, Switzerland, South Africa, the UK and the USA. Sulzer is a leading engineering company with a proud heritage of innovation. By supporting water and energy security, enabling the energy transition and driving the use of circular technologies, we help our customers build a better world. With more than 13’000 employees and 160 world-class production facilities and service centers across the globe, we are a globally diverse team. We value the uniqueness of all our colleagues, and we appreciate the contributions that each of us makes to the company’s success. We prioritize your health and safety and are committed to offering a work environment in which you can thrive. Join our team now to grow your expertise and develop solutions that truly make a difference! Are you interested in other oppportunities at Sulzer? Feel free to introduce yourself to our team