ADMIN EXECUTIVE

JOIN OUR TEAM | ADMIN EXECUTIVES

Integrated Medical System Sdn. Bhd. (IMS) is expanding!

We are looking for Admin Executives to join our:

🔹 Service Department
🔹 Order Processing Department

If you are organised, detail-oriented and enjoy coordinating with different teams, customers and suppliers, we would love to hear from you!

Admin Executive – Service Department

Key Responsibilities:

• Coordinate service administration, including PPM schedules, service records and service contracts.
• Prepare quotations, purchase orders, invoices, delivery orders and other service-related documents.
• Support tender submissions and compilation of required documents.
• Coordinate logistics, transportation and spare parts deliveries.
• Liaise with customers, suppliers, engineers and principals to ensure smooth service operations.
• Maintain accurate records, filing systems and operational reports.
• Assist with inventory stock take, equipment calibration, AELB updates and general administrative matters.

Admin Executive – Order Processing

Key Responsibilities:

• Process and maintain customer orders, PO records and Master Order Listing.
• Coordinate with Sales, Product, Project and Pre-Sales teams on order requirements and documentation.
• Prepare purchase requisitions, delivery orders, packing lists and invoices.
• Coordinate equipment and accessories procurement with Procurement and Warehouse.
• Arrange customer deliveries, on-loan system deliveries and collections.
• Follow up on order fulfilment, project documentation, billing and payment status.
• Maintain accurate order and project records.
• Liaise with internal departments, customers and suppliers to ensure smooth and timely order processing.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management or a related field.
• Minimum 2 years of relevant administrative experience.
• Experience in service administration, order processing, procurement or the healthcare/medical device industry will be an advantage.
• Proficient in Microsoft Office, particularly Excel and Word.
• Mandarin proficiency (spoken and written) is required due to the nature of communication with Chinese-speaking customers, suppliers and principals.
• Strong organisational skills with good attention to detail.
• Able to multitask, prioritise and meet deadlines.
• Good communication and interpersonal skills.
• Proactive, responsible and able to work independently and as part of a team.

Why Join IMS?

• Career growth opportunities in the healthcare industry
• Training and development opportunities
• Supportive and collaborative working environment
• Exposure to medical devices and healthcare technology
• Attractive remuneration and employee benefits