Admin Executive

Winstar Aluminium Manufacturing Sdn Bhd; Kuala Lumpur; On-site; MYR 39,000 - 58,000; Full time

Job summary

WINSTAR ALUMINIUM MANUFACTURING SDN BHD is seeking an Administration Executive to support sales operations in Malaysia. You will prepare quotations, sales orders, DOs, and invoices, verify RFQ requirements with sales and engineering, and coordinate with teams on inquiries and delivery schedules.

The role requires 2–3 years of relevant experience, strong MS Office skills, and familiarity with ERP/CRM systems. English and Malay communication is essential; Chinese is a plus.

Qualifications

• 2–3 years of relevant experience in sales coordination, admin support, or order management.
• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with ERP or CRM systems.
• Strong verbal and written communication in English and Malay; Chinese a plus.

Responsibilities

• Prepare and issue quotations, SOs, picking lists, DOs, and invoices in a timely and accurate manner.
• Verify RFQ requirements with sales and engineering teams to ensure pricing and details are correct.
• Coordinate with the sales team on customer inquiries, project requirements, and delivery schedules.
• Follow up with the sales team on order confirmations, documentation requirements, and delivery status.
• Handle walk-in customers and provide professional assistance when required.
• Collaborate with internal departments to ensure efficient handling of orders, inquiries, and deliveries.
• Manage and monitor the entire sales cycle to ensure smooth workflow and timely follow-up on all orders.
• Generate and issue picking lists for the warehouse team to prepare and pack goods.
• Coordinate with the warehouse on stock availability, stock adjustments, packing progress, and delivery arrangements.
• Handle stock adjustments, product returns, exchanges, and rejected goods in coordination with relevant teams.
• Verify and ensure all returned documents contain the necessary information, stamps, and signatures before filing.
• Maintain proper filing and record-keeping for DOs, invoices, customer POs, and other related documents.
• Keep accurate and up-to-date records of project logs / RFQs for tracking and reporting purposes.
• Monitor and ensure completeness of all order-related documentation.
• Track project status, delivery timelines, and follow up on outstanding orders.
• Support general office administrative functions related to sales operations.
• Perform ad-hoc tasks as assigned by superiors or management.

Skills

MS Office

Communication

ERP/CRM systems

Tools

ERP systems

CRM systems

Job description

Prepare and issue quotations, Sales Orders (SO), picking lists, Delivery Orders (DO), and invoices in a timely and accurate manner.

Verify RFQ (Request for Quotation) requirements with the sales and engineering teams to ensure pricing and details are correct.

Coordinate with the sales team on customer inquiries, project requirements, and delivery schedules.

Follow up with the sales team on order confirmations, documentation requirements, and delivery status.

Handle walk-in customers and provide professional assistance when required.

Collaborate closely with internal departments to ensure efficient handling of all orders, inquiries, and deliveries.

Manage and monitor the entire sales cycle to ensure smooth workflow and timely follow-up on all orders.

2.Logistics & Warehouse Support

Generate and issue picking lists for the warehouse team to prepare and pack goods.

Coordinate with the warehouse on stock availability, stock adjustments, packing progress, and delivery arrangements.

Handle stock adjustments, product returns, exchanges, and rejected goods in coordination with the relevant teams.

3.Documentation & Filing

Verify and ensure all returned documents contain the necessary information, stamps, and signatures before filing.

Maintain proper filing and record-keeping for DOs, invoices, customer POs, and other related documents.

Keep accurate and up-to-date records of project logs / RFQs for tracking and reporting purposes.

4.Administrative Support

Monitor and ensure completeness of all order-related documentation.

Track project status, delivery timelines, and follow up on outstanding orders.

Support general office administrative functions related to sales operations.

Perform ad-hoc tasks as assigned by superiors or management.

Requirements:

Minimum 2–3 years of relevant working experience in sales coordination, admin support, or order management.

Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable working with ERP or CRM systems.

Strong verbal and written communication skills in English and Malay; proficiency in Chinese is a plus.

Strong organizational skills, with great attention to detail and accuracy.

Able to work independently and support junior team members when needed.

Experience in the solar or trading industry will be an added advantage.

WINSTAR ALUMINIUM MANUFACTURING SDN BHD delivering high quality products and services in aluminium industry since year 2000. We are specialized in manufacturing, marketing and trading of aluminium extrusions, profiles, ladders, accessories and etc. which is widely used in various sectors such as constructions, industries, furniture, agriculture and house-hold sectors.

Our 6-acres manufacturing plant is located at Ijok, Selangor. Our existing integrated production facilities including extrusion presses have an annual production capacity of 10,000 metric tonnes. We constantly develop and sources for new innovative products, ideas and solution to stay ahead of competition within the industry.

WINSTAR ALUMINIUM MANUFACTURING SDN BHD delivering high quality products and services in aluminium industry since year 2000. We are specialized in manufacturing, marketing and trading of aluminium extrusions, profiles, ladders, accessories and etc. which is widely used in various sectors such as constructions, industries, furniture, agriculture and house-hold sectors.

Our 6-acres manufacturing plant is located at Ijok, Selangor. Our existing integrated production facilities including extrusion presses have an annual production capacity of 10,000 metric tonnes. We constantly develop and sources for new innovative products, ideas and solution to stay ahead of competition within the industry.

What can I earn as an Administration Executive