Job Description

Secretary / Sales & Operations Coordinator

Job Summary

We are looking for a well-organized and detail-oriented Secretary / Sales & Operations Coordinator to support the daily workflow of our electronics maintenance company.
The role includes preparing price offers for clients, registering device data on the company system, tracking device receiving and delivery, photographing devices, reviewing system records, and preparing reports for the Marketing Manager.

Main Responsibilities

1. Preparing Price Offers

Prepare and organize price offers for clients based on the information received from the marketing and maintenance teams.

Ensure that all client data, device details, prices, and terms are correctly written before sending.

Follow up on price offers and update their status on the system.

2. Device Data Entry

Register all received devices on the company system.

Enter accurate device information, including:

Client name

Device name

Brand / model

Power rating

Serial number

Fault description

Receiving date

Responsible department or engineer

3. Device Receiving & Delivery Tracking

Record device entry and exit from the company.

Ensure that every device has a clear status on the system.

Coordinate with the maintenance team regarding device inspection, repair status, and delivery readiness.

Make sure device movement is properly documented.

4. Device Photography & Documentation

Take clear photos of received devices from different angles.

Photograph nameplates, serial numbers, visible damages, accessories, and important details.

Upload or save photos according to the company’s documentation system.

5. System Review & Data Accuracy

Review device records on the system regularly.

Check that all information is complete and updated.

Report missing or incorrect data to the responsible person.

Help improve the accuracy and organization of company records.

6. Reporting

Prepare daily, weekly, or monthly reports for the Marketing Manager.

Reports may include:

Received devices

Delivered devices

Pending devices

Price offers sent

Approved / rejected offers

Missing data or delayed cases

7. Communication & Coordination

Coordinate between marketing, maintenance, and administration teams.

Communicate professionally with clients when required.

Support the Marketing Manager with administrative and follow-up tasks.