Admin Assistant (HQ)

RAYA KHAS SDN. BHD.; Kuching; On-site; MYR 27,000 - 45,000; Full time

Job summary

RAYA KHAS SDN. BHD. in Malaysia seeks an organized admin support specialist to handle day-to-day operations for truck rebuilding projects. You will prepare job orders, track progress, and generate service reports while coordinating with workshop and parts departments.

You will also manage costing, inventory, and delivery documentation, and assist with MITI/AP submissions and vehicle-related regulatory paperwork as needed.

Qualifications

• Minimum SPM/STPM/Diploma in Business Admin, Logistics or related field.
• At least 1–2 years' experience in admin support, preferably in automotive or technical environment.
• Strong numerical skills - able to manage costing, stock count, and pricing details accurately.
• Proficient in Microsoft Excel, Word, and administrative software.
• Familiar with MITI/AP processes or willing to learn.
• Able to communicate clearly in Bahasa Malaysia and English.

Responsibilities

• Prepare and maintain job orders, work progress records, and rebuild documentation.
• Assist in creating quotations, service reports, and job status updates.
• Coordinate with workshop teams and parts departments to ensure smooth job flow.
• Monitor parts usage, track parts movement (in/out), and maintain accurate inventory records.
• Ensure correct costing is recorded for every rebuild job.
• Prepare PO forms and track delivery for workshop materials and parts.
• Assist in preparing and submitting MITI applications related to imported or rebuilt items.
• Handle AP (Approved Permit) documents for imported trucks/components.
• Maintain records in compliance with government regulations and audit requirements.
• Coordinate with freight forwarders, customs agents, and HQ for shipments between Peninsular Malaysia and Sarawak.
• Track incoming shipments and support documentation for customs clearance, including HS code, invoice, and packing list compilation.
• Manage delivery documentation (DO) and liaise with local transporters.
• Prepare vehicle documentation for inspection and registration if rebuilt units require PUSPAKOM or JPJ submission.

Skills

Numerical skills

Administrative software

Clear communication

Education

SPM/STPM/Diploma in Business Admin/Logistics

Tools

Microsoft Excel

Microsoft Word

Job description

The role involves supporting day-to-day operations related to the rebuilding of trucks or automotive components, coordinating with internal departments, and handling import-related documentation including MITI and AP processes. The candidate should be organized, good with numbers, and able to handle government submission requirements.

Key Responsibilities:

Prepare and maintain job orders, work progress records, and rebuild documentation.

Assist in creating quotations, service reports, and job status updates.

Coordinate with workshop teams and parts departments to ensure smooth job flow.

Monitor parts usage, track parts movement (in/out), and assist in maintaining accurate inventory records.

Ensure correct costing is recorded for every rebuild job.

Prepare PO forms and track delivery for workshop materials and parts.

Assist in preparing and submitting MITI applications related to imported or rebuilt items.

Handle AP (Approved Permit) documents if dealing with imported trucks/components.

Maintain records in compliance with government regulations and audit requirements.

Coordinate with freight forwarders, customs agents, and HQ for shipments between Peninsular Malaysia and Sarawak.

Track incoming shipments and support documentation for customs clearance, including HS code, invoice, and packing list compilation.

Manage delivery documentation (DO) and liaise with local transporters.

Prepare vehicle documentation for inspection and registration if rebuilt units require PUSPAKOM or JPJ submission.

Job Requirements:

Minimum SPM/STPM/Diploma in Business Admin, Logistics or related field.

At least 1-2 years' experience in admin support, preferably in automotive or technical environment.

Strong numerical skills - able to manage costing, stock count, and pricing details accurately.

Proficient in Microsoft Excel, Word, and administrative software.

Familiar with MITI/AP processes or willing to learn.

Able to communicate clearly in Bahasa Malaysia and English.

Knowledge of customs/logistics procedures in East Malaysia is an added advantage.

Self-disciplined, organized, and able to work independently with minimum supervision.

Added Advantage (Optional but Preferred):

Experience using MITI, or AP application systems.

Knowledge in truck components or basic automotive parts.

Familiarity with PUSPAKOM/JPJ processes.