General Admin (Chinese Speaking)

About the Role

We are looking for a careful, responsive, and proactive General Admin Executive to support the manager in handling customer orders, enquiries, payments, invoices, and daily administrative tasks. This role requires regular communication with external customers, strong follow-up skills, and the ability to build lasting customer relationships.

Job Responsibilities

• Process customer orders accurately, verify order details, and follow up from order confirmation through completion.
• Communicate directly with customers through phone calls, WhatsApp, WeChat, and email, providing clear and timely responses.
• Keep customers informed of order progress, payment status, outstanding documents, and any issues requiring their attention.
• Build and maintain good customer relationships through consistent service and proactive follow-up to encourage repeat business.
• Handle customer payment records, invoices, and supporting documents, checking details carefully before processing.
• Support e-Invoice preparation and submission, including checking customer information and following up on missing or incorrect details.
• Coordinate with suppliers, finance teams, and relevant departments to resolve order, payment, and invoicing matters.
• Identify discrepancies and customer concerns promptly, take appropriate follow-up action, and escalate matters requiring the manager's decision.
• Maintain accurate and organized customer records, order information, correspondence, and administrative documents.
• Use AI tools to assist with routine tasks, such as drafting replies, summarizing information, and organizing work, while checking accuracy and protecting confidential information.
• Provide progress updates to the manager and complete assigned administrative tasks within the required timelines.

Requirements

• Minimum 2 years of experience in administration, preferably involving customer service, order processing, payments, or invoicing.
• Familiarity with Malaysian e-Invoice requirements and related administrative processes.
• Previous experience handling overseas payments or cross-border payment documentation is an added advantage.
• Confident and professional in communicating with external customers, including handling enquiries and following up by phone.
• Able to build customer rapport, understand customer needs, and maintain positive working relationships.
• Quick to understand instructions and respond to changing priorities, while remaining calm and careful under pressure.
• Strong attention to detail, especially when checking order information, payment details, invoices, and customer records.
• Responsible, organized, and proactive, with good follow-through and ownership of assigned tasks.
• Comfortable using Microsoft Office or Google Workspace, WhatsApp, WeChat, email, and administrative systems.
• Basic familiarity with AI tools and a willingness to learn new tools and improve daily work processes.
• Able to support the manager directly, exercise sound judgement, and seek clarification when information is incomplete.