Admin Executive (Location: KL/Selangor/Ipoh/JB )

• Coordinate and support daily hub operations to ensure smooth execution of installation, service and delivery activities.
• Plan and assign daily jobs to technicians and drivers based on manpower availability, location coverage, workload and service requirements.
• Monitor job progress, completion status and service performance to ensure operational KPIs are achieved.
• Follow up on pending, rescheduled and outstanding jobs, and coordinate with relevant stakeholders to ensure timely completion.
• Monitor and support operational KPIs including First Appointment Date, Service Maintenance Completion Success Rate and NPS targets.
• Manage inventory transactions and stock records through company systems, ensuring stock accuracy and proper documentation.
• Coordinate stock replenishment requirements with headquarters and monitor stock availability to support operational demand.
• Verify stock issuance and stock returns from technicians and ensure proper inventory control procedures are followed.
• Conduct daily stock monitoring and investigate stock discrepancies, shortages or variances when required.
• Monitor aging and slow-moving inventory and provide recommendations to improve stock utilization.
• Prepare and maintain operational reports including productivity, attendance, overtime, stock movement and claim reports.
• Review and verify employee claims, overtime submissions and supporting documents prior to management approval.
• Monitor employee attendance, leave records, punctuality and workforce availability to support operational planning.
• Coordinate issuance and tracking of tools, equipment, uniforms and PPE for operational personnel.
• Monitor company vehicle utilization, petrol card usage and operational readiness of vehicles.
• Handle customer escalations and coordinate resolution with the relevant operational teams.
• Conduct operational briefings and communicate daily priorities, updates and requirements to technicians, drivers and warehouse personnel.
• Monitor compliance with company SOPs, operational procedures and safety requirements.
• Support warehouse activities, including manual handling and movement of large appliances when operationally required.
• Provide administrative and operational support to Hub Management and perform any other duties assigned by management.

JOB REQUIREMENTS

Education:

• Bachelor’s degree in Business Administration, Management, or a related field is preferred.

Experience:

• 2-4 years of experience in administrative roles, preferably in operations or facilities management.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software and tools.

Organizational Skills:

• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Attention to detail and accuracy in all tasks.

Communication Skills:

• Excellent verbal and written communication skills.
• Ability to interact professionally with internal teams and external vendors.

Problem-Solving Skills:

• Strong analytical skills with the ability to identify issues and propose solutions.

Budget Management:

• Experience managing budgets and tracking expenses.

Vendor Management:

• Skills in sourcing, negotiating, and managing vendor relationships.

Project Coordination:

• Ability to assist in organizing events, meetings, and travel arrangements.

Team Support:

• Strong interpersonal skills and a collaborative approach to support team members.

Adaptability:

• Flexibility to adapt to changing priorities and tasks as needed.

Confidentiality:

• Understanding of confidentiality and discretion in handling sensitive information.