Admin Assistant (HQ)

Job Summary:

The role involves supporting day-to-day operations related to the rebuilding of trucks or automotive components, coordinating with internal departments, and handling import-related documentation including MITI and AP processes. The candidate should be organized, good with numbers, and able to handle government submission requirements.

Key Responsibilities:

• Prepare and maintain job orders, work progress records, and rebuild documentation.
• Assist in creating quotations, service reports, and job status updates.
• Coordinate with workshop teams and parts departments to ensure smooth job flow.
• Monitor parts usage, track parts movement (in/out), and assist in maintaining accurate inventory records.
• Ensure correct costing is recorded for every rebuild job.
• Prepare PO forms and track delivery for workshop materials and parts.
• Assist in preparing and submitting MITI applications related to imported or rebuilt items.
• Handle AP (Approved Permit) documents if dealing with imported trucks/components.
• Maintain records in compliance with government regulations and audit requirements.
• Coordinate with freight forwarders, customs agents, and HQ for shipments between Peninsular Malaysia and Sarawak.
• Track incoming shipments and support documentation for customs clearance, including HS code, invoice, and packing list compilation.
• Manage delivery documentation (DO) and liaise with local transporters.
• Prepare vehicle documentation for inspection and registration if rebuilt units require PUSPAKOM or JPJ submission.

Job Requirements:

• Minimum SPM/STPM/Diploma in Business Admin, Logistics or related field.
• At least 1–2 years’ experience in admin support, preferably in automotive or technical environment.
• Strong numerical skills – able to manage costing, stock count, and pricing details accurately.
• Proficient in Microsoft Excel, Word, and administrative software.
• Familiar with MITI/AP processes or willing to learn.
• Able to communicate clearly in Bahasa Malaysia and English.
• Knowledge of customs/logistics procedures in East Malaysia is an added advantage.
• Self-disciplined, organized, and able to work independently with minimum supervision.

Added Advantage (Optional but Preferred):

• Experience using MITI, or AP application systems.
• Knowledge in truck components or basic automotive parts.
• Familiarity with PUSPAKOM/JPJ processes.