Admin Assistant

ULTRANEXUS SDN. BHD.; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading automotive company is seeking an experienced Admin Assistant who will be responsible for keying in new orders, invoicing, and handling insurance-related issues. The ideal candidate should have at least a Diploma in Business Administration and two years of relevant experience. Responsibilities also include document verification, customer interaction for insurance renewals, and monitoring financial reimbursements. This role requires a detail-oriented individual who can handle multiple tasks under pressure.

Qualifications

• Minimum Diploma in Business Administration or equivalent experience.
• At least two years of experience in automotive, business management, or administration.
• Hands-on, detail-oriented, and dedicated.

Responsibilities

• Accurately enter new sales orders and generate receipts.
• Submit e-Hakmilik applications and process registrations.
• Prepare and issue invoices for new vehicle sales.
• Finalize sales files and verify documents.
• Prepare insurance cover notes and liaise with providers.
• Address insurance queries and coordinate with companies.
• Contact customers for insurance renewal reminders.
• Monitor Hire Purchase loan reimbursements.
• Handle additional tasks as assigned.

Skills

Attention to detail

Time management

Communication skills

Multitasking

Education

Diploma in Business Administration

Job description

1. Key-in new orders and issue official receipts

• Accurately enter new sales orders into the system.
• Generate and issue official receipts to customers in a timely manner.

2. Submit e-Hakmilik and registration (e-Daftar) for new vehicle sales

• Complete and submit e-Hakmilik applications in compliance with JPJ requirements.
• Process e-Daftar registration for all newly sold vehicles.

3. Invoicing of orders

• Prepare and issue invoices for new vehicle sales.
• Ensure accuracy in all invoice details to avoid discrepancies.

4. Close files and ensure all documents are in order

• Finalize sales files after transaction completion.
• Verify that all required documents are present, signed, and properly filed.

5. Issue insurance cover notes for new vehicle sales

• Prepare and issue insurance cover notes as per customer and company requirements.
• Liaise with insurance providers to ensure coverage accuracy.

6. Handle insurance-related issues for new vehicle sales

• Address and resolve any insurance queries or problems raised by customers.
• Coordinate with insurance companies to rectify discrepancies or delays.

7. Assist in customer insurance renewal

• Contact customers to remind them of upcoming insurance renewal dates.
• Process insurance renewals and ensure continuity of coverage.

8. Follow up on reimbursement of Hire Purchase loans from banks after invoicing

• Monitor outstanding HP loan reimbursements from banks.
• Liaise with financial institutions to ensure prompt payment collection.

9. Undertake any other tasks assigned by immediate superior

• Support the department by handling additional duties as required.
• Adapt to ad-hoc assignments to meet operational needs.

Qualifications for Admin Assistant

• Minimum Diploma in Business Administration OR equivalent related experience.
• At least two (2) years of working experience in automotive, business management and administration would be an advantage.
• Must be hands on, details oriented and dedicated.
• Independent and able to work under pressure and multitasking environment.
• Ability to interact with all levels of people to address arising issues.
• Responsible, meticulous and possess good working attitude.

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