Outlet Admin

Pay: 1,800.00 (MYR) - 2,500.00 (MYR) per month

Job description:

Job Responsibilities

Administrative & Finance Support

• Prepare daily sales and collection reports.
• Issue Job Sheets, Cash Bills, Official Receipts, and Credit Notes using the EMAX system.
• Ensure all customer invoices and payment documents are accurately prepared.
• Key in supplier purchase invoices and update system records promptly.
• Update product costing and maintain accurate administrative records.
• Prepare customer monthly statements and follow up on outstanding payments.
• Prepare petty cash claims, backup fund requests, and outlet administrative reports.
• Maintain proper filing of outlet documents and ensure timely submission to the Finance and HR Departments.

Customer Service

• Welcome customers and provide professional front counter service.
• Answer incoming phone calls and respond to customer enquiries.
• Register customer information and prepare service Job Sheets.
• Process customer payments and complete vehicle handover.
• Coordinate with technicians to update customers on vehicle service progress.
• Assist customers with service bookings and appointments.
• Support customer satisfaction initiatives, including Google Reviews and customer surveys.

Workshop & Operations Support

• Coordinate daily workflow between the workshop and front counter.
• Monitor vehicle service progress and ensure smooth customer handover.
• Safeguard vehicle keys throughout the service process.
• Receive and verify stock deliveries.
• Assist with stock counting and inventory records.
• Place orders for products and consumables when required.
• Ensure outlet cleanliness and proper document organisation.

HR & Compliance Support

• Prepare attendance reports.
• Submit overtime claims, leave forms, and other HR-related documents according to schedule.
• Ensure compliance with company SOPs and administrative procedures.
• Support the Branch Manager in daily outlet operations.
• Perform any other duties assigned by Management.

Job Requirements

• Minimum SPM, Diploma, or equivalent qualification.
• At least 1 year of experience in Administration, Customer Service, Retail, or the Automotive industry is preferred.
• Fresh graduates are encouraged to apply.
• Computer literate in Microsoft Office (Excel, Word) and data entry.
• Experience using POS or workshop management systems is an advantage.
• Good communication skills in English and Bahasa Malaysia. Mandarin is an added advantage.
• Strong organisational, multitasking, and problem-solving skills.
• Responsible, detail-oriented, and able to work independently.
• Able to work in a fast-paced environment.