Business Development Support Assistant

Business Development Support Assistant

 

Business Development Support Assistant

Department: Business Development
Employment Type: Full-Time
Reporting to: Business Development Executive

About the Role

We are seeking a proactive and well-organized Business Development Support Assistant to provide essential support to the Business Development Executive and the wider Business Development & Sales team.

This role ensures smooth business operations through order processing, delivery coordination, client and supplier follow-ups, administrative tasks, showroom support, and occasional reception duties. The ideal candidate is detail-oriented, customer-focused, and able to manage multiple tasks efficiently.

Key Relationships

Internal: Business Development & Sales Team, Operations Team
External: Suppliers, Clients, Transport Providers, Brokers, Freight Forwarders, Shipping Agents

Key Responsibilities

1. Administrative Support

• Maintain accurate records, ensure proper filing, and safeguard confidentiality.
• Update databases for products, clients, and suppliers.
• Track customer communication and contact information.

2. Department Coordination

• Support effective communication between internal teams and external stakeholders.
• Assist in daily planning and preparation of documents or reports.
• Provide data and information to Heads of Department as required.

3. Operational Support

• Assist with preparation of permits, licenses, banking documents, etc.
• Coordinate logistics for meetings and external visits.
• Track deadlines and follow up on outstanding tasks.
• Support bulk purchase order follow-ups and sales data compilation.

4. Project Support

• Conduct research, collect data, and prepare notes or reports.
• Track ongoing client projects and consolidate inputs requested by the superior.

5. Sales & Invoicing Support

• Prepare and process client purchase orders.
• Issue proforma and final invoices after validation with Operations.

6. Delivery Coordination

• Confirm delivery details with customers.
• Coordinate with storekeepers for loading arrangements.
• Handle adjustments, delays, and issues during delivery.
• Manage damaged goods procedures in consultation with the relevant teams.

7. Reception & Telephony

• Transfer incoming/outgoing calls with professionalism and proper etiquette.
• Relay messages to the appropriate parties promptly.
• Greet visitors, assist their needs, and provide accurate information.

Work Experience Requirements

• Minimum 1 year experience in an administrative, sales support, or office assistant role.

Academic Requirements

• Certificate in Business Administration, Marketing, or Management.

Competencies

Managerial

• Planning
• Organizing
• Time Management

Technical

• Order Processing: purchase orders, product availability
• Delivery Coordination: adjustments, delays, damaged goods
• Administration: filing, database management
• Client & Supplier Follow-ups: quotes, orders, delivery status
• Sales & Invoicing: quotes, proforma/final invoices
• Project & Data Support: data collection and consolidation

Person Specifications

• Organized and detail-oriented
• Strong communication and interpersonal skills
• Computer literate (Excel, Word, Outlook)
• Flexible and willing to support multiple functions
• Professional, customer service–oriented attitude

Key Performance Indicators (KPIs)

• Timely operations and follow-ups
• Accuracy of data, records, and documentation
• Smooth communication flow
• Client satisfaction
• Efficient delivery coordination
• Proper telephone etiquette and customer handling