Admin Assistant

Gucini; Kuching; On-site; MYR 33,000 - 50,000; Full time

Job summary

Gucini in Malaysia is seeking a diligent Sales Administration/Office Support professional to handle daily admin tasks, correspondence, and records.

You will organize documents, manage emails, coordinate meetings, assist in quotations, DOs, and customer records, and support cross‑department workflows. This role requires a Diploma or degree in business admin, strong MS Office skills, Mandarin communication with suppliers, and attention to detail.

Qualifications

• Minimum Diploma, Certificate or Degree in Business Administration, or a related field.
• Proficient in Microsoft Excel and Microsoft Word.
• Fluent in both spoken and written Mandarin; role involves dealing with suppliers from China.
• Good communication, interpersonal and organizational skills.
• Detail-oriented, responsible and able to work accurately with numbers and documentation.
• Able to work independently as well as coordinate with Sales, Purchasing, Warehouse and Accounts teams.
• Prior experience in sales administration, purchasing or accounting will be an added advantage.

Responsibilities

• Perform day-to-day administrative duties and provide general office support.
• Prepare, organize, file and maintain company documents, records and correspondence.
• Handle incoming and outgoing emails, letters, documents and other communications.
• Manage office supplies and monitor inventory of stationery and other office requirements.
• Arrange meetings, appointments and other administrative matters when required.
• Assist in maintaining proper filing systems, both physical and electronic.
• Assist the Sales Department with preparation and processing of quotations, delivery orders, sales invoices and related documents.
• Assist in updating and maintaining customer records and sales-related information.
• Follow up on sales documents and ensure proper filing and record keeping.
• Assist in responding to customer enquiries and coordinate with the relevant departments when required.
• Assist the Purchasing Department with preparation and processing of Purchase Orders.
• Assist in placing orders with suppliers and following up on order status and delivery schedules.
• Maintain proper records of suppliers, purchase orders, invoices and related documents.
• Assist in checking documents received from suppliers and forward them to the relevant department for further processing.
• Assist the Accounts Department in organizing invoices, receipts, payment documents and other accounting records.
• Assist in preparing documents required for payment, claims and other administrative purposes.
• Ensure documents are complete, properly authorized and filed accordingly.
• Assist with data entry and updating of company records in the accounting or administrative system.
• Monitor office equipment, facilities and general office requirements.
• Coordinate with service providers, suppliers and contractors for routine office matters when required.
• Assist with company events, staff activities and other administrative arrangements.
• Ensure the office is properly organized and administrative procedures are followed.
• Perform accurate data entry into Microsoft Excel, Word, accounting software or other company systems.
• Maintain updated records of customers, suppliers, purchases, sales and other administrative information.
• Prepare basic reports, summaries and schedules as requested by management.
• Ensure confidentiality and proper handling of company and customer information.
• Provide administrative assistance to management and other departments as required.
• Carry out other duties and responsibilities assigned by the superior or management from time to time.
• Support the Company in ensuring smooth and efficient day-to-day operations.

Skills

Communication skills

Organizational skills

Attention to detail

Data entry

Education

Diploma/Certificate/Degree in Business Administration

Tools

Microsoft Excel

Microsoft Word

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Perform day-to-day administrative duties and provide general office support.

Prepare, organize, file and maintain company documents, records and correspondence.

Handle incoming and outgoing emails, letters, documents and other communications.

Manage office supplies and monitor inventory of stationery and other office requirements.

Arrange meetings, appointments and other administrative matters when required.

Assist in maintaining proper filing systems, both physical and electronic.

Assist the Sales Department with preparation and processing of quotations, delivery orders (DO), sales invoices and related documents.

Assist in updating and maintaining customer records and sales-related information.

Follow up on sales documents and ensure proper filing and record keeping.

Assist in responding to customer enquiries and coordinate with the relevant departments when required.

3. Purchase Administration

Assist the Purchasing Department with preparation and processing of Purchase Orders (PO).

Assist in placing orders with suppliers and following up on order status and delivery schedules.

Maintain proper records of suppliers, purchase orders, invoices and related documents.

Assist in checking documents received from suppliers and forward them to the relevant department for further processing.

4. Accounts & Documentation Support

Assist the Accounts Department in organizing invoices, receipts, payment documents and other accounting records.

Assist in preparing documents required for payment, claims and other administrative purposes.

Ensure documents are complete, properly authorized and filed accordingly.

Assist with data entry and updating of company records in the accounting or administrative system.

5. Office & General Support

Monitor office equipment, facilities and general office requirements.

Coordinate with service providers, suppliers and contractors for routine office matters when required.

Assist with company events, staff activities and other administrative arrangements.

Ensure the office is properly organized and administrative procedures are followed.

6. Record Keeping & Data Entry

Perform accurate data entry into Microsoft Excel, Word, accounting software or other company systems.

Maintain updated records of customers, suppliers, purchases, sales and other administrative information.

Prepare basic reports, summaries and schedules as requested by management.

Ensure confidentiality and proper handling of company and customer information.

7. Other Duties

Provide administrative assistance to management and other departments as required.

Carry out other duties and responsibilities assigned by the superior or management from time to time.

Support the Company in ensuring smooth and efficient day-to-day operations.

REQUIREMENTS

Minimum Diploma, Certificate or Degree in Business Administration, or a related field.

Computer literacy and proficient in Microsoft Office applications, particularly Microsoft Excel and Microsoft Word.

Fluent in both spoken and written Mandarinas the position requires communication and dealing with suppliers from China.

Good communication, interpersonal and organizational skills.

Detail-oriented, responsible and able to work accurately with numbers and documentation.

Able to work independently as well as coordinate effectively with the Sales, Purchasing, Warehouse and Accounts teams.

Prior experience in sales administration, purchasing or accountingwill be an added advantage.