Office Administrator

Best-Can Marketing Sdn Bhd; Batu Pahat; On-site; MYR 28,000 - 42,000; Full time

Job summary

Best-Can Marketing Sdn Bhd, a furniture and coatings supplier in Malaysia, invites applications for an Admin/Sales Support role. Tasks include recording Sales Order Notes, verifying PO details, issuing DOs and invoices, and coordinating with Sales, Production and Warehouse teams.

The role requires strong organizational skills, proficiency in Word/Excel, and ability to liaise with internal departments. Fresh graduates are welcome to apply. Office-based position in Batu Pahat.

Qualifications

• Experience in office administration or sales administration.
• Ability to record and verify order details accurately.
• Familiarity with stock monitoring and coordination in a manufacturing setup.
• Good documentation and data entry skills.

Responsibilities

• Prepare and record Sales Order Notes from customer orders via WhatsApp or other channels.
• Ensure all order details, including product descriptions, quantities, packing sizes, pricing and delivery, are accurate.
• Verify PO details against Sales Order Notes before processing.
• Process and issue Delivery Orders and Invoices using AutoCount Accounting System.
• Follow up with Sales Reps on missing or incomplete information to ensure timely processing.

Skills

Office administration

Order processing

Customer coordination

Multitasking

Communication skills

Bahasa Malaysia / English

Mandarin (basic)

Tools

AutoCount Accounting System

Microsoft Word

Microsoft Excel

Job description

Best-Can Marketing Sdn Bhd specializes in manufacturing furniture wood coatings, glass coatings, industrial coatings, thinner, and other chemical solvents primarily used in the furniture and related industries. The company also trades in furniture hardware and fittings, supporting a broad range of manufacturing and furnishing needs. As a growing business, Best-Can Marketing focuses on quality, reliability, and efficient service to its customers. Team members have the opportunity to work in a dynamic industrial environment and support both production and trading operations.

Role Description

• Prepare and record Sales Order Notes based on customer orders received from Sales Representatives through WhatsApp or other communication channels.
• Ensure all order details, including product descriptions, quantities, packing sizes, pricing and delivery requirements, are accurately recorded.
• Verify customer Purchase Order (PO) details against Sales Order Notes before processing.
• Process and issue Delivery Orders (DO) and Invoices using the AutoCount Accounting System.
• Follow up with Sales Representatives on any missing, incomplete or inconsistent order information to ensure accurate and timely processing.

2. Production Stock Monitoring & Coordination

• Monitor and verify on-site finished goods stock availability against incoming customer orders to ensure sufficient stock for order fulfilment.
• Identify stock shortages and promptly coordinate with the Production Department to initiate the necessary production arrangements.
• Follow up on production progress and expected completion dates to ensure customer orders can be fulfilled within the required delivery timeline.
• Coordinate with Sales, Production and Warehouse teams regarding stock availability, production priorities and potential order delays.
• Maintain accurate and updated records of stock shortages, pending production and outstanding customer orders.

3. Product Labelling & Documentation

• Prepare and print customer product labels and stickers according to order requirements.
• Ensure all product labels contain accurate product information and meet the required specifications.
• Coordinate with relevant departments to ensure product labels are prepared and available before production or delivery.
• Maintain proper records of product labelling requirements and related documentation.

4. Filing & Record Management

• Organize, maintain and properly file Sales Order Notes, Delivery Orders, Invoices and other relevant documents.
• Ensure all documents are complete, accurate and systematically arranged for easy reference and retrieval.
• Maintain updated administrative records and ensure no important documents or information are overlooked.
• Assist in data entry, record updates and preparation of administrative reports when required.

5. Internal Coordination & Administrative Support

• Liaise with Sales, Production, Warehouse, Logistics and other relevant departments to support smooth daily operations.
• Follow up on outstanding orders, pending documentation and other operational matters to ensure timely completion.
• Assist in coordinating order fulfilment and delivery arrangements with the relevant departments.
• Support general office administration, documentation, data entry and other daily administrative activities.
• Perform other administrative and operational duties as assigned by Management.

Qualifications

• Previous experience in office administration, sales administration, order processing or related fields will be an added advantage.
• Basic computer literacy, particularly Microsoft Word and Excel.
• Familiarity with the AutoCount Accounting System will be an added advantage.
• Good communication, interpersonal and coordination skills.
• Responsible, well-organized and detail-oriented, with the ability to maintain accurate records.
• Able to manage multiple tasks, prioritize daily responsibilities and complete assignments within the required deadlines.
• Proactive in following up on outstanding tasks and resolving day-to-day operational issues.
• Able to work independently and coordinate effectively with different departments.
• Good command of Bahasa Malaysia, English and Mandarin will be an added advantage.
• Fresh graduates with a positive attitude and willingness to learn are encouraged to apply.