Delivery Hub Admin

Cross-Branch Administrative Coordination

• Support cross-branch admin communication between the Delivery Hub and originating branches (Glenmarie, PBJ, Setia Alam, Petaling Jaya, and future branches such as Putrajaya, KL and Mutiara Damansara).
• Coordinate stock transfer arrangements for vehicles moving from Gurun/branches to the Delivery Hub, working with CRA/logistics partners.
• Support customer appointment administration — capturing delivery date, time and pax attending in the central delivery calendar/booking form, and communicating location, parking and arrival instructions to customers.

Documentation & Handover Administration

• Coordinate with the dispatch team to ensure all required vehicle documentation is received and available ahead of delivery.
• Verify required documents such as registration cards, vehicle ownership documentation and other relevant delivery documentation.
• Support Delivery Specialists in ensuring handover documents (Delivery Notes) are accurately completed and signed.
• Maintain appropriate delivery records; ensure completed documentation is returned, filed and uploaded to SharePoint according to process.

Delivery Issue & Post-Delivery Support

• Support Delivery Specialists in resolving last-minute delivery issues by quickly coordinating with CRA, dispatch and branch teams on outstanding documentation, stock-transfer or logistics gaps.
• Log customer concerns or unresolved delivery-related issues raised during or after handover, and track them through to closure in coordination with the Delivery Specialist and Delivery Hub Coordinator.
• Coordinate the handoff of service-booking requests to the Aftersales team where customers raise this during or after delivery.

Delivery Tracking & Reporting Support

• Support maintenance of the Delivery Tracker (Excel), keeping vehicle and customer delivery statuses up to date.
• Track outstanding OTPs and support Delivery Specialists in following them through to closure.
• Provide the Delivery Hub Coordinator with basic reporting on delivery volumes, schedules and documentation status.
• Support weekend delivery operations administratively — the majority of deliveries occur on weekends (approx. 27 units/week across 6 bays, 4–5 sessions per weekend).

Your Profile:

• 1–2+ years in an administrative, coordination or logistics support role, ideally within an automotive dealership, delivery operations, or similar cross-branch environment.
• Strong command of written and verbal English (and Bahasa Malaysia where required).
• Strong organisational and record-keeping skills; comfortable coordinating across multiple branches and stakeholders.
• Proficient with Excel and SharePoint (or willing/able to learn quickly).