Centralize Admin Executive

Hitachi Automotive Systems Americas, Inc.; Malaysia; On-site; MYR 47,000 - 74,000; Full time

Job summary

HITACHI ASIA (MALAYSIA) SDN. BHD. Kuala Lumpur seeks an experienced Sales Admin/Administration & Facilities professional.

You will handle orders, generate invoices, coordinate with vendors, and support corporate affairs across the office. The role emphasizes accuracy, speed, and collaboration in a dynamic environment. Typical duties include processing orders, maintaining vendor records, and coordinating interdepartmental workflows to ensure smooth operations and timely deliveries in a fast-paced

Qualifications

• Diploma or Bachelor’s degree in any field.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with enterprise systems (SAP, Oracle, Workday, etc.).
• Pro-active and enthusiastic team player.
• Must be detail-oriented and well organized.
• 5+ years’ experience in sales admin or order processing/invoicing, IT software exposure preferred.

Responsibilities

• Handle and generate sales orders; prepare invoices and purchase orders; participate in vendor registration and sales reports.
• Liaise with external service providers—suppliers, warehouse, transporters—to ensure smooth operations and timely deliveries per SOPs.
• Attend to customers’ requests or enquiries and file documents.
• Provide general office administrative and corporate affairs support including corporate communication, events, group purchasing, office services and tenancy matters.
• Ensure corporate and admin services run smoothly and issues are resolved timely.
• Collaborate with departments to standardize and simplify internal processes and systems.
• Organize and maintain digital records for easy reference and tracking.
• Maintain non-trade vendors and group companies contact database, contracts and corporate files.
• Ensure information is updated to remain accurate.
• Attend to customer enquiries and forward to Hitachi Group as needed.
• Execute other ad hoc tasks as assigned.

Skills

MS Office

Detail-oriented

Team player

Multi-tasking

Prioritization

Education

Diploma / Bachelor’s Degree

Tools

SAP

Oracle

Workday

Job description

Location: Kuala Lumpur, Malaysia

Job ID: R0089133

Date Posted: 2025-04-16

Company Name: HITACHI ASIA (MALAYSIA) SDN. BHD.

Profession (Job Category): Administration & Facilities

Job Schedule: Full time

Remote: No

Job Description

• Handling and generating sales order, preparing sales invoices and purchase orders, not limited to but including vendor registration and generating sales related reports.
• Liaison with external service providers – suppliers, warehouse, transporters to ensure smooth operation and timely deliveries by complying with the Company’s standard operational procedures
• Attending to customers’ requests or enquiries and filing of documents.
• Provide general office administrative and corporate affairs support including but not limited to corporate communication and events, group purchasing initiatives, office services, facilities and infrastructure and office tenancy and related matters.
• To ensure all corporate and admin services are operating smoothly and any issues are resolved on a timely basis.
• Collaborate with all departments to standardize and simplify all internal processes and systems.
• Organize and maintain digital records systematically to ensure easy reference and tracking.
• Maintaining non-trade vendors and group companies contact database, corporate files and contracts.
• Any update should be reflected to ensure information is accurate at all times.
• Attend to all customer enquiries and forward to relevant Hitachi Group for further actions.
• Other ad hoc works as assigned from time to time.

Requirements

• Diploma / Bachelor’s Degree in any field of study.
• Proficiency of Microsoft Office (Word, Excel, Powerpoint and Outlook)
• Experience in using Enterprise System (SAP, Oracle, Workday, etc.)
• Pro-active and enthusiastic team player
• Must be detail-oriented and well organized.
• More than 5 years' experience in sales admin role and familiar with order processing and invoicing process, preferably in an IT software environment but not mandatory.
• Must have the ability to prioritize, multi-task and to work in a fast-paced environment.

Hitachi brings together the world’s greatest minds to help breathe life into new possibilities – and drive innovation for a better future. That’s why we look for individuals who share our pioneering spirit, have imaginative ideas and are fearless when it comes to tackling the world’s biggest challenges. Our people love technology – and they love making a difference. They have a passion for finding new solutions and working with brilliant colleagues. Every day they dedicate themselves to a huge range of exciting projects, contributing to the Hitachi vision around the globe. From engineering new sustainability solutions that conserve water and energy to creating the infrastructure for the smart cities of tomorrow, there’s no challenge too great for our pioneers. And there’s no shortage of opportunities for you to make a difference. Come and experience the dynamic, collaborative and creative environments where your ideas are welcome and new discoveries are waiting. To help you grow to your full potential, we strive to support our employees in their career aspirations and promote the freedom to explore new horizons.

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