Admin Executive (Fresh Graduate) – Admin & Order Fulfilment

Abacus & Mental Arithmetic Academy UCMAS; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading educational institution in Petaling Jaya, Malaysia, is looking for a dedicated franchise coordinator. This role involves preparing and managing franchise documents, processing orders, and coordinating effectively with various teams. Ideal candidates are fresh graduates or possess a diploma/degree in a related field, with strong organisational and communication skills. Proficiency in Excel and the ability to manage multiple deadlines are essential. Join us to enhance our franchise operations and support our educational mission.

Qualifications

• Fresh graduates welcome.
• Comfortable managing documents, orders, and multiple deadlines.
• Ability to maintain accurate trackers.

Responsibilities

• Prepare and manage franchise documents.
• Receive and process franchisees’ orders.
• Coordinate with teams for operational tasks.

Skills

Detail-oriented

Organisational skills

Communication skills

Excel/Google Sheets proficiency

Education

Diploma/Degree in Business Admin, Supply Chain, Management, or related

Job description

Abacus & Mental Arithmetic Academy UCMAS – Damansara, Selangor

Prepare and manage franchise documents (forms, checklists, onboarding/renewal files).

Track submissions, approvals, payments, and key deadlines for franchise processes.

Maintain organised digital filing and document control (templates, records, versioning).

Receive and process franchisees’ orders (books, kits, uniforms, materials, etc.).

Prepare quotation/invoice (or coordinate with Finance), verify payment status, and confirm order details.

Check stock availability, coordinate packing and dispatch with warehouse/courier, and track delivery until completion.

Handle backorders, replacements, and order issues professionally with clear updates to franchisees.

Maintain accurate order, stock and delivery records in Excel/Sheets/ERP.

HQ–Franchisee Coordination

Act as a coordination point for franchise centres’ operational requests and follow-ups.

Liaise internally with Operations/IT/Marketing/Training teams for task completion.

Reporting & General Support

Update trackers and prepare weekly/monthly summaries (orders, fulfilment status, ageing, stock alerts).

Support meetings, minutes, and action-item tracking; assist in events when required.

Requirements

Fresh graduates welcome (Diploma/Degree in Business Admin, Supply Chain, Management, or related).

Detail-oriented and organised; able to manage documents, orders, and multiple deadlines.

Comfortable with Excel/Google Sheets; ability to maintain accurate trackers.

Good communication skills for follow-up with franchisees and internal teams.

Able to work independently and take ownership of task completion.

Experience with invoicing/stock systems is an advantage (not required).