Admin Executive

Premier Calibration; Shah Alam; On-site; MYR 24,000 - 42,000; Full time

Benefits offered by this job

EPF

SOCSO

Annual Leave

Medical Leave

Compassionate Leave

Job summary

Premier Calibration in Malaysia is seeking an organized administrative assistant to support the management team and multiple departments. You will manage calendars, schedule meetings, coordinate travel, and handle daily office operations with professionalism.

The role requires handling communications, maintaining records, liaising with vendors, and delivering excellent customer service to clients and visitors. Experience with data entry and invoicing is a plus.

Qualifications

• Provide comprehensive administrative support to the management team and departments, including calendars, meetings, and travel arrangements.
• Check daily office operations, ensuring an organized, efficient environment with supplies, equipment, and vendor liaison.
• Handle communications: phone, email, and correspondence with professionalism and accuracy.
• Maintain and update company records, databases, and filing systems with meticulous attention to detail.
• Serve as a primary contact for clients and visitors, delivering excellent customer service.

Responsibilities

• Manage billing activities, including the preparation and issuance of invoices, Delivery Orders (DOs), and related documents.
• Ensure billing information, service details, pricing, and documentation are accurate and complete.
• Monitor outstanding payments and coordinate payment follow-ups with clients and the Finance Department.
• Coordinate the packing, collection, and delivery of clients’ devices, calibration certificates, and related documents.
• Ensure payment is received and verified for COD customers before release or delivery of devices and certificates.
• Maintain accurate records of calibration certificates, reports, invoices, DOs, client information and other documents.
• Administer and maintain client device registration records and ensure information is complete and up to date.
• Monitor calibration due dates, service schedules, and device status to support timely calibration and delivery.
• Serve as a point of contact for client inquiries, service requests, and appointments.
• Coordinate calibration appointments based on client requirements and technician availability.
• Communicate with Sales, Technical, Finance, Quality, and Administration to ensure smooth operations.
• Provide general administrative support including attendance updates, reporting, correspondence, and other tasks.
• Assist with purchasing and procurement of office supplies, equipment, and services.
• Support quality assurance by maintaining records and compliance with procedures and audits.
• Perform other duties as assigned by Management.

Skills

Calendar management

Meeting scheduling

Travel coordination

Office operations

Vendor liaison

Communication

Data entry

Client service

Phone & email handling

MS Office

Tools

MS Office

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.

Provide comprehensive administrative support to the management team and various departments, including managing calendars, scheduling meetings, and coordinating travel arrangements.

Check daily office operations, ensuring a well-organized and efficient work environment. This includes managing office supplies, maintaining equipment, and liaising with vendors.

Handle incoming and outgoing communications, including answering phone calls, responding to emails, and managing correspondence with professionalism and accuracy.

Maintain and update company records, databases, and filing systems with meticulous attention to detail. This includes data entry for various administrative tasks.

Serve as a primary point of contact for clients and visitors, providing excellent customer service and addressing inquiries promptly and courteously.

Requirement

• Provide comprehensive administrative support to the management team and various departments, including managing calendars, scheduling meetings, and coordinating travel arrangements.

• Check daily office operations, ensuring a well-organized and efficient work environment. This includes managing office supplies, maintaining equipment, and liaising with vendors.

• Handle incoming and outgoing communications, including answering phone calls, responding to emails, and managing correspondence with professionalism and accuracy.

• Maintain and update company records, databases, and filing systems with meticulous attention to detail. This includes data entry for various administrative tasks.

• Serve as a primary point of contact for clients and visitors, providing excellent customer service and addressing inquiries promptly and courteously.

Responsibility

• Manage billing activities, including the preparation and issuance of invoices, Delivery Orders (DOs), and related supporting documents.

• Ensure billing information, service details, pricing, and documentation are accurate and complete.

• Monitor outstanding payments and coordinate payment follow-ups with clients and the Finance Department.

• Coordinate the packing, collection, and delivery of clients’ devices, calibration certificates, and related documents.

• Ensure payment is received and verified for Cash-on-Delivery (COD) customers before the release or delivery of devices and certificates.

• Maintain accurate and organised records of calibration certificates, reports, invoices, Delivery Orders, client information, and other related documents.

• Administer and maintain accurate client device registration records and ensure all required information is complete and up to date.

• Monitor calibration due dates, service schedules, and device status to support timely calibration, certificate issuance, and delivery.

• Serve as a point of contact for client inquiries, service requests, appointment arrangements, and device-related matters.

• Coordinate calibration appointments based on client requirements, service priorities, and technician availability.

• Communicate and coordinate effectively with the Sales, Technical, Finance, Quality, and Administration Departments to ensure smooth operations.

• Provide general administrative support, including attendance updates, report preparation, correspondence, and other administrative documentation.

• Assist with the purchasing and procurement of office supplies, equipment, and administrative services.

• Support quality assurance activities by maintaining accurate records and ensuring compliance with Company procedures, standards, and audit requirements.

• Perform other related duties and ad hoc assignments as assigned by Management from time to time.

Benefits

• EPF
• SOCSO
• Annual Leave
• Medical Leave
• Compassionate Leave