Admin and Operation Executive

APPLIED COMMERCIAL ROBOTICS SDN. BHD.; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

Applied Commercial Robotics Sdn. Bhd. is seeking an Admin & Operations Executive to support daily administration and the growing robotics business in Kuala Lumpur.

You will work closely with management, sales, suppliers, logistics partners, technicians and customers to ensure smooth day-to-day operations. The role is hands-on in a dynamic technology environment, requiring initiative, problem solving and learning across business areas.

Qualifications

• Diploma or degree in business/related field.
• 2–4 years of admin or operations experience.
• Experience in logistics, purchasing or import/export is a plus.
• English and Bahasa Malaysia strong; Mandarin a bonus.
• Proficient with Microsoft Office / Google Workspace.

Responsibilities

• Handle daily office administration and filing systems.
• Coordinate between Sales, Technical, Logistics, Suppliers and Customers.
• Manage showroom, events, and showroom appointments.
• Monitor inventory, procurement, and supplier quotes.
• Prepare invoices and support finance documentation.

Skills

Logistics

Purchasing

Import/Export

Sales coordination

Technical operations

Education

Diploma/Degree in Business Administration

Tools

Microsoft Office

Google Workspace

Job description

We are looking for a highly organised, responsible and proactive Admin & Operations Executive to support the daily administration and operational activities of our growing commercial robotics business.

The successful candidate will work closely with management, sales, suppliers, logistics partners, technicians and customers to ensure the company's day-to-day operations run smoothly.

This is a hands‑on role suitable for someone who enjoys a dynamic working environment and is willing to take initiative, solve problems and learn different aspects of a growing technology business.

Key responsibilities

1. Office & General Administration

Handle daily office administration and maintain a well‑organised working environment.

Manage company documents, records, correspondence and filing systems.

Prepare letters, reports, forms, quotations and other administrative documents.

Manage office supplies, equipment and general administrative requirements.

Handle incoming calls, emails, enquiries and correspondence.

Arrange meetings, appointments and internal schedules.

Maintain proper physical and digital filing systems.

2. Business Operations

Assist management in coordinating the company's day‑to‑day business operations.

Coordinate between Sales, Technical, Logistics, Suppliers and Customers.

Monitor operational tasks, deadlines and follow‑up items.

Prepare operational schedules and status updates.

Identify operational issues and coordinate with the relevant parties to resolve them.

Assist management in developing and improving company SOPs and internal processes.

3. Machine Deployment & Site Operations

Coordinate the delivery and deployment of robotic coffee and ice cream vending machines.

Arrange site visits and coordinate installation schedules.

Liaise with customers regarding site requirements, access, operating hours and installation arrangements.

Coordinate with technicians for machine installation, testing and commissioning.

Maintain records of machine locations, customers, serial numbers and deployment status.

Coordinate machine relocation, collection and replacement when required.

4. Logistics & Import Coordination

Coordinate with suppliers, freight forwarders, logistics companies and customs agents.

Track machine shipments from suppliers to Malaysia.

Maintain import and shipping documentation, including invoices, packing lists, delivery orders and related documents.

Monitor delivery schedules and update management and customers.

Coordinate transportation of machines, spare parts, consumables and equipment.

Assist with customs clearance and other logistics arrangements when required.

Source and purchase office supplies, machine consumables, spare parts and operational materials.

Request and compare supplier quotations.

Prepare purchase orders and maintain purchasing records.

Follow up with suppliers regarding pricing, stock availability and delivery.

Maintain an updated supplier database.

Monitor inventory levels and coordinate replenishment when required.

Act as a coordination point between customers and the company's technical/operations team.

Receive and record customer service requests and complaints.

Coordinate troubleshooting, maintenance and servicing appointments.

Follow up to ensure customer issues are properly resolved.

Maintain service and maintenance records for deployed machines.

Assist in monitoring customer satisfaction and operational performance.

7. Inventory & Asset Management

Maintain records of machines, spare parts, consumables, tools and company assets.

Monitor inventory levels and identify items requiring replenishment.

Conduct periodic stock checks.

Maintain proper records of machines and equipment located at the showroom, warehouse and customer sites.

Assist with stock movement and inventory reconciliation.

Assist the Sales/Business Development team with quotations, proposals, sales documents and customer records.

Coordinate customer meetings, site visits and product demonstrations.

Follow up on pending documents, purchase orders and delivery arrangements.

Maintain updated records of leads, customers and machine deployments.

Assist with preparing sales and operational reports.

9. Finance & Documentation Support

Prepare invoices, purchase orders, payment requests and supporting documents.

Monitor customer payment status and outstanding balances.

Check supplier invoices against purchase orders and delivery documents.

Coordinate with the company's accountant/accounting firm for required documents.

Maintain proper records of operational expenses.

10. HR & Company Administration

Maintain employee records and administrative documents.

Assist with staff onboarding and offboarding.

Coordinate interview schedules and recruitment administration when required.

Assist with attendance, leave and other basic HR administration.

Maintain company licences, certificates, insurance documents and other important records.

Monitor document expiry dates and remind management when renewal is required.

11. Showroom & Event Operations

Ensure the showroom is clean, organised and properly prepared for customer visits.

Coordinate product demonstrations and showroom appointments.

Ensure demonstration machines are ready and operational.

Assist with exhibitions, roadshows, launches and promotional events.

Coordinate event logistics, equipment and materials.

12. Management Support

Prepare regular administrative and operational reports for management.

Assist management with research, quotations, supplier comparisons and operational planning.

Follow up on management's operational instructions and outstanding matters.

Handle confidential company information professionally.

Perform other reasonable duties and projects assigned by management.

About you

Diploma/Degree in Business Administration, Operations Management, Logistics, Management or a related field.

2-4 years of relevant administrative or operations experience preferred.

Experience in logistics, purchasing, import/export, sales coordination or technical operations is an advantage.

Good command of English and Bahasa Malaysia; Mandarin is an advantage.

Good knowledge of Microsoft Office / Google Workspace.

Strong organisational and coordination skills.

Detail‑oriented with good follow‑up ability.

Able to manage multiple tasks and deadlines.

Proactive, responsible and willing to solve problems independently.

Interest in robotics, automation, AI, vending technology or F&B technology is an advantage.

We are looking for someone who is:

Proactive - does not wait to be told about every task.

Organised - able to keep track of documents, machines, suppliers and deadlines.

Responsible - follows tasks through until completion.

Detail-oriented - able to identify mistakes in documents, orders and operational arrangements.

Problem-solving - able to coordinate and find practical solutions when issues arise.

Adaptable - comfortable working in a newly established and growing company.

Willing to learn - interested in learning about robotics, vending machines and commercial operations.

Team-oriented - able to coordinate effectively with management, sales, technical teams, suppliers and customers.