Admin & Operations Assistant (Front Desk)

About the role

We are looking for a responsible, organised and detail-oriented Admin & Operations Assistant to support our daily business operations. You will be responsible for coordinating customer orders, tracking deliveries, managing software license renewals, handling customer enquiries and keeping office records accurate and up to date. This role is ideal for someone who enjoys structured administrative work, communicating with customers and ensuring daily tasks are completed accurately and on time.

Key responsibilities

1. Customer Orders & Delivery Coordination

• Receive, record and process customer orders accurately.
• Coordinate order preparation and delivery arrangements with the relevant team.
• Monitor courier tracking and follow up on delayed or unsuccessful deliveries.
• Update customers on their order and delivery status when necessary.

2. Software License & Subscription Management

• Process new software license registrations and renewals.
• Maintain accurate records of customer subscriptions and expiry dates.
• Monitor upcoming renewals and ensure timely follow-up.
• Update registration and renewal information in the company's records.

3. Customer Service & Front Desk

• Welcome visitors, customers and suppliers professionally.
• Answer incoming calls, WhatsApp messages and general enquiries.
• Direct enquiries to the appropriate team members.
• Manage incoming and outgoing mail, parcels and documents.

4. Payment Follow-Up & Administration

• Follow up with customers on outstanding payments professionally.
• Maintain accurate customer records and payment follow-up status.
• Organise and update physical and digital documents.
• Assist with general administrative duties and daily office operations.

5. Stock & Inventory Control

• Perform regular physical stock counts.
• Update inventory records and monitor stock movements.
• Check physical stock against system records.
• Report stock discrepancies and assist with stock reconciliation.

6. Office Upkeep & General Support

• Maintain a clean, tidy and organised office environment.
• Carry out routine cleaning of workstations, reception areas, meeting rooms, floors and office toilets.
• Ensure shared office spaces remain clean and hygienic.
• Assist with other reasonable administrative and operational tasks assigned by management.

About you

• Good communication skills in English and Bahasa Malaysia.
• Basic computer skills, including Microsoft Excel.
• Strong attention to detail, especially when handling orders, inventory and subscription expiry dates.
• Able to organise tasks, manage deadlines and follow up independently.
• Responsible, honest, punctual and willing to learn.
• Comfortable communicating with customers and following up on payments.
• Able to handle routine administrative work and office housekeeping responsibilities.
• Previous experience in administration, customer service or operations is an advantage.

Benefits

• Structured training and guidance.
• Opportunity to learn business operations, customer service and software administration.
• EPF, SOCSO and EIS contributions.