Assistant/Junior Executive, Event Coordinator, Sales

THAI ODYSSEY MANAGEMENT SERVICES SDN BHD; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading services management company in Malaysia is seeking a motivated individual for an administrative support role. Responsibilities include coordinating corporate voucher sales, assisting with event logistics, and managing inventory processes. Candidates should have a diploma in Business Administration or Event Management and 1–2 years of relevant experience. Proficiency in Microsoft Office and Google Workspace is essential. The role requires strong organizational skills and the ability to work independently while supporting the broader team.

Qualifications

• 1–2 years of experience in administrative, sales support, or clerical roles.
• Able to work independently with minimal supervision.
• Willingness to support events and outlet openings during weekends.

Responsibilities

• Support the full lifecycle of corporate voucher sales.
• Assist in logistics preparation for events.
• Track and verify delivery of opening stock for new outlets.
• Assist in inventory coordination and supply chain support.
• Help coordinate documentation for outlet ratings.
• Support routine office administration and clerical duties.

Skills

Attention to detail

Organisational skills

Communication skills

Education

Diploma in Business Administration or Event Management

Tools

Microsoft Office (Excel, Word)

Google Workspace (Docs, Sheets)

Job description

Support the full lifecycle of corporate voucher sales through documentation, coordination, and reporting.

Assist in preparing corporate quotations, proforma invoices, and tracking payment confirmations.

Issue vouchers after payment verification and update internal logs accurately.

Coordinate delivery of vouchers and ensure acknowledgment from clients.

Maintain up to date digital and physical records of all voucher related documents.

Assist in preparing monthly reports on voucher inventory and sales performance.

2. Event Coordination & Logistics Support

Provide support during internal and external events to ensure smooth execution.

Pre Event:

Assist in logistics preparation: packing, labeling, documentation, and materials arrangement.

Coordinate delivery schedules with the warehouse and logistics teams.

Prepare checklists, attendance sheets, and assist with poster or signage printing.

During Event:

Support booth setup and manage basic logistics on-site.

Provide staff coordination assistance and restocking support.

Post Event:

Receive and count returned stock and reconcile with system records.

Collect and file all event sales summaries, receipts, and claims for submission.

Assist in organising and returning remaining stock to the warehouse.

3. New Outlet Opening Support

Assist in administrative and logistics preparation for new outlet launches.

Track and verify the delivery of opening stock, equipment, and supplies.

Help maintain opening checklists and update progress in shared documents.

Assist on site during outlet setup and launch to support the operations team.

4. Inventory & Supply Chain Support

Assist in the coordination of stock orders, documentation, and returns across outlets.

Consolidate monthly and bi‑monthly product orders from outlets using standard templates.

Prepare and review draft Purchase Requisitions (PRs) with item details and justification notes.

Track PR submissions, approvals, and follow up with relevant departments when needed.

Coordinate with outlets and warehouse teams for returns, disposal, or movement of stock.

Support the preparation of monthly inventory usage reports and maintain related files.

5. SPA Rating Application Support

Help coordinate the documentation and logistics required for outlet ratings.

Collect forms, photos, and supporting documents required for SPA application or renewal.

Assist in scheduling site cleanings and deliveries of inspection materials.

Provide clerical support during SPA inspections and maintain rating records.

6. General Administrative & Clerical Duties

Support routine office and operations administration to ensure accuracy and timely completion of work.

Compile, scan, and organise operational documents (PRs, invoices, reports, checklists, etc.).

Perform basic data entry and document checking to ensure completeness and accuracy.

Track submission timelines and follow up to ensure deadlines are met.

Maintain and update filing systems, both physical and digital, for easy document retrieval.

Provide general clerical support including printing, photocopying, and preparing simple reports.

Requirements

Minimum Diploma in Business Administration, Event Management, or a related field.

1–2 years of experience in administrative, sales support, or clerical roles.

High attention to detail and accuracy in data and document checking.

Proficient in Microsoft Office (Excel, Word) and Google Workspace (Docs, Sheets).

Strong organisational skills with the ability to manage multiple tasks and meet deadlines.

Good interpersonal and communication skills for coordination and follow‑ups.

Able to work independently with minimal supervision while supporting the broader team.

Willingness to support events and outlet openings during weekends or outside standard hours if required.

Comfortable with basic logistics work and assisting in on‑site operational activities.