Admin Assistants

IS Distributions; Kuching; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading distribution company in Kuching is looking for an Administration Officer to manage customer inquiries and provide project coordination support. The ideal candidate will have a diploma or higher, strong communication skills, and proficiency in Microsoft Office. Experience in personal assistance and multilingual capabilities, especially in Mandarin, will be an advantage. This position offers opportunities to work closely with the management team and engage with customers effectively.

Qualifications

• Ability to write meeting minutes and prepare reports.
• Attention to detail and accuracy in work.
• Willingness to learn and adapt.

Responsibilities

• Attend to customer inquiries via WhatsApp, phone, or walk-in.
• Organize and file customer records and project documents.
• Help arrange site visits and installations by technicians.
• Assist in preparing simple updates or materials related to customer projects.

Skills

Communication skills

Organizational skills

Time management

Team player

Education

Diploma or higher

Tools

Microsoft Office

Google Workspace

Job description

1. Customer Reception & Information Gathering

• Attend to customer inquiries via WhatsApp, phone, or walk-in.
• Create customer WhatsApp groups and collect necessary info (photos, location, quantity).
• Share product catalogues and quotations, answer basic questions.
• Maintain a friendly and professional manner when engaging with customers.
• Provide personal assistance support to Director when required (scheduling, follow-up, correspondence).
• Follow up on quotations, order confirmations, and payment status.
• Inform Finance and Project Coordinator once order is confirmed.
• Assist in scheduling installations and coordinate with the technical team.
• Ensure smooth handover of customer details to relevant departments.

3. Documentation & Data Management

• Organize and file customer records and project documents (quotations, invoices, receipts, job sheets, photos).
• Prepare monthly, quarterly, and yearly closing reports and documentation.
• Update customer tracking sheets, job calendars, and project logs.

4. Project Coordination & Support

• Help arrange site visits and installations by technicians/installers.
• Monitor installation progress and site completion.
• Collect and compile all project completion documents.
• Keep customers informed on project progress when necessary.
• Call customers after installation to gather feedback and record satisfaction.
• Assist in handling after-sales issues or complaints and escalate to the relevant department.
• Maintain good customer relations for repeat business and referrals.

6. General Administrative Duties

• Manage office supplies and procurement.
• Support daily administrative tasks (meeting arrangements, document dispatch, etc.).
• Assist in preparing simple updates or materials related to customer projects.

Required Skills & Qualifications

• Diploma or higher .
• Strong communication & interpersonal skills.
• Good organizational and documentation skills.
• Able to write meeting minutes and prepare reports.
• Proficiency in Microsoft Office / Google Workspace.
• Time management and ability to multitask.
• Attention to detail and accuracy in work.
• Team player with willingness to learn and adapt.

Preferred Skills

• Experience in Personal Assistance (PA): scheduling, handling correspondence, supporting management tasks.
• Willingness to travel for site supervision / project support when needed.
• Prior experience in admin, customer service, or sales support.
• Multilingual (English, Malay, Mandarin). We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
• Basic knowledge of security / ICT systems (CCTV, alarm, WiFi).
• Possess driving license for occasional site visits.

Additional Information

Unlock job insights

Salary match Number of applicants Skills match

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Do you have experience in a sales role?
• Do you have previous invoicing experience?
• How many years\' experience do you have as a PMO Project Administration Coordinator?
• How many years\' experience do you have as a Mandarin Assistant?
• How many years\' experience do you have as a Network Assistant?

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What can I earn as an Administration Officer