Admin Executive (Robotics Business)

DHUB (SELANGOR) SDN. BHD.; Selangor; On-site; MYR 33,000 - 39,000; Full time

Job summary

DHUB (SELANGOR) SDN. BHD. is seeking an Admin Executive to support daily administrative and customer service operations in our robotics sales and rental business.

The role involves preparing quotations, processing orders and invoices, maintaining records, coordinating with suppliers and customers, and assisting the sales team. Fluency in Mandarin/English is required and a proactive, detail‑oriented mindset is prized.

Qualifications

• Diploma or degree in business or related field required.
• Fluent Mandarin and English communication, in writing and speaking.
• Strong organizational and time-management abilities.
• Ability to manage multiple tasks and maintain accurate records.
• Willingness to learn about robotics products and services.
• Fresh graduates encouraged to apply.

Responsibilities

• Prepare and issue quotations, sales orders, invoices, delivery orders and other relevant documents.
• Process sales and rental orders accurately and in a timely manner.
• Maintain proper records of quotations, invoices, customer information, sales transactions and rental agreements.
• Follow up on outstanding quotations, orders and payments when required.
• Assist the sales team with administrative and documentation matters.
• Coordinate with suppliers, customers and internal departments to ensure smooth order processing.
• Assist in preparing basic sales and administrative reports.

Skills

Mandarin Chinese language proficiency

English language proficiency

Communication skills

Interpersonal skills

Organizational skills

Time management

Multitasking

Detail oriented

Education

Diploma or Bachelor's Degree in Business Administration, Management, Accounting, Marketing or related field

Tools

Microsoft Excel

Microsoft Word

Job description

Working Hours: Monday to Friday, 9am to 6pm

Salary: RM 3,000 - RM 3,500 per month

Position Summary

We are looking for a responsible, organised and proactive Admin Executive to support the daily administrative and customer service operations of our growing robotics business.

Our business focuses on the sales and rental of robotic solutions, including coordinating customer enquiries, preparing quotations and invoices, managing rental arrangements, and supporting the overall sales and administrative process.

This is an excellent opportunity for someone who enjoys working in a fast-paced, developing business environment and is interested in being part of a new robotics venture.

Key Responsibilities

• Prepare and issue quotations, sales orders, invoices, delivery orders and other relevant documents.
• Process sales and rental orders accurately and in a timely manner.
• Maintain proper records of quotations, invoices, customer information, sales transactions and rental agreements.
• Follow up on outstanding quotations, orders and payments when required.
• Assist the sales team with administrative and documentation matters.
• Coordinate with suppliers, customers and internal departments to ensure smooth order processing.
• Assist in preparing basic sales and administrative reports.

2. Customer Service

• Handle customer enquiries through phone calls, WhatsApp, email and other communication channels.
• Communicate with customers in Mandarin/Chinese and English when required.
• Provide customers with basic information regarding robot products, rental packages, availability, pricing and services.
• Follow up with customers regarding quotations, bookings, deliveries and rental arrangements.
• Attend to customer requests and complaints professionally and ensure proper follow-up.
• Maintain good relationships with existing and potential customers.

3. Robot Rental Administration

• Manage and maintain records of robot rental bookings and schedules.
• Coordinate robot delivery, collection and return arrangements with customers and relevant parties.
• Prepare rental-related documents, quotations, invoices and agreements.
• Monitor rental periods, extensions, deposits and outstanding payments.
• Keep accurate records of robot availability and rental status.
• Coordinate with the operations/technical team to ensure robots are ready for delivery or collection.
• Communicate with Chinese-speaking suppliers and business partners, particularly suppliers from China, when required.
• Assist in coordinating product information, orders, delivery schedules and other administrative matters with suppliers.
• Assist with translation or clarification of basic product, quotation and business-related information between Chinese and English.
• Maintain proper records of supplier communications, orders and related documents.

5. General Administration

• Maintain proper filing and documentation for the business.
• Assist with purchasing, supplier coordination and office administration when required.
• Assist with inventory and asset records for robots and related equipment.
• Support the management team with ad-hoc administrative tasks and business projects.
• Ensure all documents and records are accurate, complete and properly maintained.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Accounting, Marketing or a related field.
• Preferably 1–3 years of experience in administration, sales administration, customer service or a similar role.
• Fresh graduates with a positive attitude and willingness to learn are encouraged to apply.
• Must be able to communicate fluently in Mandarin/Chinese and English, both verbally and in written communication.
• Good knowledge of Microsoft Office, especially Excel and Word.
• Good communication and interpersonal skills.
• Good organisational and time-management skills.
• Able to handle multiple tasks and work independently.
• Detail-oriented and able to maintain accurate records.
• Comfortable communicating with customers and suppliers through WhatsApp, phone and email.
• Willing to learn about robotics products and the company's sales and rental business.