Admin Supervisor - (Based in Sandakan)

Colform Sdn Bhd; Sandakan; On-site; MYR 42,000 - 54,000; Full time

Job summary

Colform Sdn Bhd is seeking an experienced Office Administrator to supervise daily administrative matters and coordinate staff across departments. You will prepare Proforma Invoices, Sales Orders, Job Orders, Delivery Notes, and Invoices while ensuring accuracy, filing, and timely issuance.

The role requires 2–3 years in office administration or supervision, strong MS Office skills, and the ability to travel to Kuala Lumpur as needed.

Qualifications

• Diploma or equivalent in Business Administration, Office Management or related field.
• 2–3 years of experience in office administration or supervisory role.
• Experience in preparing Proforma Invoices, Sales Orders, Job Orders, Delivery Notes and Invoices.
• Proficiency in Microsoft Office (Excel, Word, Email).
• Strong organizational, administrative and documentation skills.
• Able to supervise staff and work independently with minimal supervision.
• Good communication, coordination and problem-solving skills.
• Willingness to travel to Kuala Lumpur (KL) when required.

Responsibilities

• Supervise daily office administrative matters to ensure smooth operations.
• Oversee administrative staff and monitor their daily performance.
• Prepare, check and issue Sales Orders, Job Orders, Delivery Orders and Invoices.
• Monitor orders, deliveries and invoicing to coordinate between departments.
• Handle general office administration, correspondence, filing and documentation.
• Coordinate with sales, accounts, warehouse and operations teams on daily matters.
• Follow up on pending documents, customer orders, deliveries and other administrative matters.
• Prepare administrative reports and provide updates to management when required.
• Ensure office procedures and company policies are followed.
• Assist management with other administrative and operational duties as assigned.
• Travel to Kuala Lumpur (KL) when required for office-related matters.

Skills

Microsoft Office

Coordination

Communication

Supervision

Education

Diploma in Business Administration / Office Management

Tools

Excel

Word

Email

Job description

Supervise and manage daily office administrative matters to ensure smooth and efficient office operations.

Oversee and coordinate administrative staff and monitor their daily work performance.

Prepare, check, and issue the following sales and operational documents:

Job Order (JO)

Delivery Order (DO)

Ensure all documents are accurate, properly recorded, filed, and issued on time.

Monitor sales orders, job orders, deliveries, and invoicing to ensure proper coordination between departments.

Handle general office administration, correspondence, filing, and documentation.

Coordinate with the sales, accounts, warehouse, and operations teams on daily matters.

Follow up on pending documents, customer orders, deliveries, and other administrative matters.

Prepare administrative reports and provide updates to management when required.

Ensure office procedures and company policies are properly followed.

Assist management with other administrative and operational duties as assigned.

Travel to Kuala Lumpur (KL) when required for office-related matters, coordination, or other company assignments.

Job Requirements / Qualifications

Minimum Diploma or equivalent qualification in Business Administration, Office Management, or a related field.

At least 2-3 years of working experience in office administration or a supervisory role.

Familiar with preparing Proforma Invoices, Sales Orders, Job Orders, Delivery Notes, and Invoices.

Good knowledge of Microsoft Office, especially Excel, Word, and email.

Good organizational, administrative, and documentation skills.

Able to supervise staff, manage daily office operations, and work independently with minimal supervision.

Strong communication, coordination, and problem-solving skills.

Meticulous, responsible, proactive, and able to meet deadlines.

Able to multitask and handle work under pressure.

Must be willing to travel to Kuala Lumpur (KL) when required.