Admin Assistant (Nilai Branch)

What We're Looking For

• Malaysian citizen.
• Minimum STPM / Diploma in Administration, Management, Business or a related field.
• Preferably 1 year of working experience in administration, management, inventory or a related field.
• Good command of Bahasa Malaysia; basic/intermediate English is an advantage.
• Good communication and interpersonal skills.
• Able to work independently with minimal supervision.
• Good organizational and multitasking skills, with the ability to prioritize tasks.
• Proficient in Microsoft Office and general computer applications.
• Responsible, trustworthy and able to maintain confidentiality.

Your Role & Responsibilities

As an Administrative Assistant, you will be responsible for supporting our daily administrative and workshop operations, including:

Customer Service & Front Desk

• Welcome and assist customers professionally when they arrive at the workshop.
• Respond to general customer enquiries through walk-in, phone calls and WhatsApp.
• Contact customers to remind them of their appointments and follow up on attendance.
• Conduct customer follow-ups / welcome messages based on workshop records.
• Assist in collecting and updating customer and vehicle information in the system.

Administrative & Documentation

• Ensure customer service records, quotations and invoices are complete and accurate before being issued.
• Verify payment status before vehicle handover.
• Maintain accurate records and perform daily data entry and updates.
• Assist with general administrative and ad-hoc duties as required.

Cash & Payment Administration

• Monitor and record daily petty cash usage.
• Assist in monitoring supplier payments, utility payments and other operating expenses.
• Record additional operating costs such as advertising, staff meals and other expenses.
• Perform daily closing procedures for the credit card terminal.

Inventory & Operations

• Check and update stock received from suppliers.
• Monitor inventory levels, including engine oil, gear oil and other operational items.
• Arrange replenishment when stock levels are low.
• Monitor office and workshop operational supplies.
• Ensure the customer refreshment area and lobby are clean, organised and well maintained.

Workshop Support

• Assist with customer vehicle intake procedures, including key tagging, QR code preparation and basic vehicle documentation.
• Assist the Service Advisor in ensuring smooth customer and vehicle flow.
• Assist with warranty card explanations and other customer-related requirements when necessary.
• Assist with matters involving local authorities and other operational requirements.

Other Duties

• Perform any other duties and responsibilities assigned by the Management from time to time.