Admin Executive (Automotive)

Job Responsibilities

Loan Application & Documentation

* Prepare and compile all required documents for customer loan applications.

* Check loan application documents to ensure all required information is complete and accurate before submission.

* Key in customer/applicant details accurately into the relevant system, forms, and records.

* Calculate vehicle pricing, loan amount, down payment, settlement amount and other basic figures related to vehicle financing.

* Submit loan applications to the appropriate bankers/financial institutions.

* Ensure all supporting documents are properly arranged and submitted on time.

* Follow up on incomplete documents with the Sales Team.

Banker & Sales Coordination

* Follow up with bankers daily on all submitted loan applications.

* Act as the main communication bridge between the Sales Team and bankers.

* Communicate banker requests, additional document requirements and application issues promptly to the relevant salesperson.

* Follow up closely on pending applications to avoid unnecessary delays.

* Assist in coordinating loan approval, signing, documentation and disbursement matters.

Application Status & Tracking

* Update loan application status accurately and on time.

* Maintain clear tracking of:

* New submissions

* Applications under processing

* Approved applications

* Rejected applications

* Pending documents

* Pending signing

* Pending disbursement

* Completed/disbursed cases

* Ensure Sales Team and Management can obtain the latest application status when required.

* Highlight long-pending or problematic cases for immediate follow-up.

Disbursement & Invoice Handling

* Prepare and handle invoices/documents required for loan disbursement.

* Follow up with bankers on approved cases until funds are successfully disbursed.

* Verify disbursement amounts against approved loan amounts and relevant invoices.

* Update and record completed disbursements accurately.

* Prepare and maintain proper records of invoices issued for disbursement.

* Report any discrepancy in loan amount, invoice amount or disbursement amount immediately.

* Coordinate with the relevant departments on payment/disbursement status.

Filing, Data Entry & Record Keeping

* Perform accurate data entry for customer, vehicle, loan and disbursement information.

* Maintain proper physical and digital filing of all loan-related documents.

* Ensure documentation can be easily retrieved for checking, audit or management review.

* Maintain confidentiality of customer financial and personal information.

* Ensure records are complete, organised and up to date.

Reporting

Prepare basic daily/weekly reports covering:

* Total loan applications submitted

* Loan approvals

* Rejected applications

* Pending applications

* Pending documents

* Pending signing

* Pending disbursements

* Completed disbursements

* Outstanding/problematic cases requiring action

Provide management with clear updates on cases that are delayed and the reason for the delay.

What We’re Looking For

* Minimum SPM or equivalent; Diploma in Business Administration, Finance, Accounting or related field is an advantage.

* Previous experience in automotive sales administration, hire purchase/loan processing, banking or financing is highly preferred.

* Familiar with vehicle loan application and disbursement processes will be an advantage.

* Comfortable communicating and following up with bankers and sales personnel on a daily basis.

* Good basic numerical skills and able to perform loan/vehicle-related calculations accurately.

* Proficient in Microsoft Excel, Word and general computer/data-entry work.

* Strong attention to detail — accuracy in applicant information, loan amount, documents and invoices is critical.

* Strong organisational and time-management skills.

* Able to handle multiple loan submissions and disbursement cases simultaneously.

* Able to prioritise urgent cases and follow up without constant reminders.

* Good communication skills in English and Bahasa Malaysia; additional languages are an advantage.

* Responsible, punctual and able to work in a fast-paced environment.

* Able to work independently while coordinating closely with Sales, Finance and external bankers.

Ideal Candidate

We are looking for someone who is fast, organised, accurate and proactive in follow-up.

This position is suitable for a candidate who does not simply wait for instructions. You should be comfortable keeping track of multiple cases, chasing outstanding documents, following up with bankers, updating the Sales Team and ensuring each case moves from submission → approval → documentation → disbursement without unnecessary delay.

Accuracy and speed are equally important for this role.