After-Sales Service Coordinator & Documentation Lead

JEBSEN & JESSEN MALAYSIA SDN. BHD.; Shah Alam; On-site; MYR 48,000 - 60,000; Full time

Job summary

JEBSEN & JESSEN MALAYSIA SDN. BHD. seeks a Service Executive to handle administration and coordination for the after-sales function. You will manage quotations, follow-ups, renewals, work permits, and tender preparation while being the first contact for customer enquiries.

The role focuses on standardizing documentation, building an archive system, and improving processes so engineers and the Service Sales Manager can focus on delivery and business development.

Qualifications

• Minimum a certificate in Business Administration, Office Management, or a related field.
• 2–3 years in an administrative, coordination, or documentation-control role — ideally in after-sales service, technical support, engineering services, or contract/tender administration.
• Exposure to service/CRM systems (SAP C4C or similar) and vendor registration portals is an advantage.
• Strong written communication for quotations, contracts, and formal correspondence.
• Confident, professional phone and email manner for customer-facing enquiries.
• High attention to detail — contract terms, renewal deadlines, compliance approvals.
• Able to coordinate multiple stakeholders (engineers, sales, technicians, cross-functional departments) and keep work-in-progress items moving without close supervision.
• Process-improvement mindset — comfortable identifying repetition and building standardized templates/archives.

Responsibilities

• Route inquiries (calls, emails, texts) on after-sales matters to the right service engineer or Service Sales Manager and track them to response.
• Clarify JHA, work permit, HIRARC, and method statement details with customers for service support.
• Relay customer feedback, complaints, and suggestions to relevant departments for corrective action.
• Act as the central coordination point for all service documentation — quotations, contracts, tenders, audit inputs.
• Manage and track service WIP (maintenance, repairs, parts, scheduling) with monthly follow-ups with service engineers.
• Monitor inventory levels and raise requisitions as needed.
• Prepare JHA, HIRARC, PTW, MOS documentation and secure approvals before work begins.
• Manage service vehicle admin: insurance renewal, Puspakom inspection scheduling, road tax renewal, PM reminders.
• Liaise with Project, Sales, Supply Chain, and Finance to keep document flow moving.
• Standardize and archive recurring service documents for long-term use.

Skills

Administrative coordination

Customer communications

Process improvement

Education

Certificate in Business Administration / Office Management

Tools

SAP C4C

Job description

JEBSEN & JESSEN MALAYSIA SDN. BHD. seeks a Service Executive to handle administration and coordination for the after-sales function. You will manage quotations, follow-ups, renewals, work permits, and tender preparation while being the first contact for customer enquiries.

The role focuses on standardizing documentation, building an archive system, and improving processes so engineers and the Service Sales Manager can focus on delivery and business development.