Senior Sales Admin - Malaysia

Job Role Description – Senior Sales Administrator

Job Function

The Senior Sales Administrator is an operational support specialist responsible for maintaining the integrity and momentum of CLaaS2SaaS's sales pipeline across all markets. Working closely with Sales Managers and the Compliance Manager, this role manages the end-to-end tracking of pipeline opportunities, oversees customer and partner contract development and management, maintains CRM hygiene, and produces dashboards and reports for internal management review. The Senior Sales Administrator ensures that the sales team operates from accurate, up-to-date data and that all commercial documentation meets both operational and regulatory standards.

Job Mission

To ensure the smooth and accurate operation of CLaaS2SaaS's sales administration function by managing pipeline records, supporting contract processes, enforcing CRM hygiene standards, and delivering timely management dashboards and reports that enable data-driven decision-making across the organisation.

Skills & Competencies

Technical Skills & Competencies

Generic Skills & Competencies (Top 5)

•CRM Administration & Data Hygiene – Level 4

•Sales Pipeline Tracking & Reporting – Level 4

•Contract Administration & Document Management – Level 4

•Dashboard Development & Reporting (Power BI) – Intermediate

•Process Documentation & SOP Management – Intermediate

•Compliance Awareness & Regulatory Document Handling – Intermediate

•Process Automation (Power Automate) – Basic

•Microsoft Office Suite (Excel, Word, Outlook) – Advanced

•Attention to Detail – Advanced

•Communication – Intermediate

•Organisation & Time Management – Advanced

•Problem Solving – Intermediate

•Teamwork & Collaboration – Advanced

Key Responsibilities

A. Pipeline & Opportunity Tracking

•Maintain accurate and current records of all sales pipeline opportunities across assigned markets within the CLaaS2SaaS CRM system.

•Track all stages of the opportunity lifecycle — from lead entry and qualification through proposal, negotiation, contracting, and activation — and ensure timely updates by Sales Managers.

•Flag stale, incomplete, or at-risk pipeline records to Sales Managers and escalate as required to support timely follow-through.

•Prepare weekly pipeline summaries for Sales Managers and management, highlighting key movements, upcoming milestones, and conversion trends.

• Coordinate Sales Managers in maintaining pipeline coverage ratios and ensuring all opportunity data is complete, classification-accurate, and audit-ready.

B. Customer & Partner Contract Development & Management

•Support the preparation, formatting, and version control of customer and partner contracts, including Memoranda of Understanding (MOUs), Customer & Partnership Agreements, Revenue-Sharing Arrangements, and Programme Delivery Contracts.

•Coordinate the internal review and approval workflow for all commercial documents, liaising with Sales Managers, the Compliance Manager, and other relevant stakeholders.

•Maintain a structured and up-to-date contract repository, tracking contract status, renewal dates, key obligations, and performance milestones.

•Issue timely reminders to Sales Managers and management for upcoming contract renewals, expirations, or review obligations.

•Process contract amendments, extensions, and terminations in accordance with established procedures, ensuring complete documentation and appropriate sign-off at each stage.

•Work closely with the Compliance Manager to verify that all contracts adhere to applicable regulatory, quality assurance, and internal governance requirements before execution.

C. CRM Hygiene & Data Integrity

•Enforce and monitor CRM data quality standards across all Sales Manager accounts and opportunity records, conducting regular audits to identify and correct gaps, duplicates, or inaccuracies.

•Develop and maintain CRM usage guidelines and SOPs for the sales team, providing training and guidance to Sales Managers as needed.

•Coordinate with the sales team to ensure all customer interactions, meeting notes, proposals, and contract milestones are captured accurately and promptly in the CRM.

•Liaise with IT or system administrators to report and resolve CRM technical issues, manage user access, and support system updates or integrations.

•Champion consistent adoption of the CLaaS2SaaS Agentic CRM across the team, identifying opportunities to streamline data entry and improve workflow efficiency.

D. Dashboard Development & Management Reporting

•Design, build, and maintain Power BI dashboards providing real-time visibility on sales pipeline health, Sales Manager activity, partner performance, contract status, and revenue tracking.

•Produce regular management reports — weekly, monthly, and quarterly — synthesising CRM and operational data into clear, actionable summaries for senior leadership review.

•Develop and update KPI tracking reports for Sales Managers, enabling performance review conversations and early identification of shortfalls.

•Support the Compliance Manager in incorporating compliance-related metrics (e.g., student passing rates, graduation and attrition statistics) into the management reporting suite.

•Continuously improve reporting templates and dashboard layouts based on stakeholder feedback and evolving management information needs.

E. Compliance Support & Document Control

•Work closely with the Compliance Manager to ensure that all pipeline records, commercial documents, and operational data meet the documentation and audit standards required by applicable regulatory frameworks (SSG-RD, SSG-WSG, EduTrust, HRDCorp, and equivalents).

•Maintain controlled document registers for sales-related policies, procedures, and templates, ensuring proper version control, approval trails, and accessibility in line with audit requirements.

•Support internal and external audit preparation by compiling accurate and organised records of partner interactions, contracts, and programme documentation.

• Assist in implementing AI-driven process automation (Claude.ai, Co-Pilot, Power Automate) to streamline repetitive administrative workflows, reduce manual handling risk, and improve turnaround times.

F. Coordination & Administrative Support

•Serve as the central coordination point between Sales Managers and the Compliance Manager for all administrative, documentation, and reporting matters.

•Organise and prepare materials for pipeline review meetings, partner governance sessions, and internal management reporting presentations.

•Manage shared team calendars, document libraries, and communication records relevant to sales operations.

• Provide general administrative support to the sales operations function as required, including correspondence management, meeting coordination, and travel logistics for partner visits.

Career Pathway

The Senior Sales Administrator is a specialist individual contributor role within the Regional Sales Operations function. Career progression pathways include:

•Sales Operations Manager / Regional Sales Operations Manager — taking on broader operational oversight, team coordination, and strategic reporting responsibilities.

•CRM & Data Analytics Specialist — deepening expertise in CRM platform management, business intelligence, and sales data strategy.

•Contracts & Compliance Administrator — specialising in commercial contract management and regulatory compliance operations.

Lateral development may also occur into Alliance Management, Compliance Management, or Programme Administration roles.

Job Pre-requisite

•Bachelor's degree in Business Administration, Operations Management, or a related field.

•Minimum 3–5 years of experience in sales admin, sales operations, or a similar support role.

•Hands-on experience with CRM platforms (e.g., HubSpot, Salesforce, or equivalent); experience with Agentic CRM systems is an advantage.

•Proficiency in Microsoft Excel, Claude.ai, and Power BI for data reporting and dashboard development; familiarity with Co-Pilot, Power Automate is a plus.

•Experience in contract administration, document management, and version control processes.

•Familiarity with regulatory compliance requirements in the education and training sector (SSG, EduTrust, HRDCorp, or equivalent) is desirable.

•Keen learner with strong organisational skills and a high degree of accuracy and attention to detail.

•Effective communication and interpersonal skills, with the ability to coordinate across multiple teams and stakeholders.

• Ability to manage multiple priorities and meet deadlines in a fast-paced, cross-functional environment.

Job Induction Training

•Understand CLaaS2SaaS's product portfolio, including the Agentic CLaaS® platform and the full eduCLaaS product suite.

•Gain working knowledge of the CLaaS2SaaS Agentic CRM — data structures, pipeline stages, user roles, and reporting capabilities.

•Learn CLaaS2SaaS's standard contract templates, approval workflows, and controlled document management procedures.

•Understand applicable regulatory frameworks relevant to sales operations and contract management across ASEAN markets (SSG, EduTrust, HRD Corp, CHED, TESDA, and related bodies).

•Develop proficiency in CLaaS2SaaS's Power BI reporting suite and management dashboard standards.

• Shadow Sales Managers and the Compliance Manager to understand partner engagement workflows, compliance processes, and pipeline management practices across assigned countries.