Operation Assistant

XCMG; Kajang Municipal Council; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading engineering company located in Kajang is seeking an experienced administrative coordinator to manage service department expenses, maintain vehicle maintenance records, and handle petty cash funds. Candidates should have 2-3 years of relevant experience and a degree in Business Administration. Strong communication skills and proficiency in office software are required, with Mandarin knowledge as a plus. The role supports effective internal and external communication while ensuring compliance with documentation standards.

Qualifications

• Minimum 2–3 years of experience in administrative roles or service coordination.
• Knowledge of Mandarin is an advantage.

Responsibilities

• Maintain accurate records of service department expenses.
• Verify and submit mechanics’ expense claims.
• Ensure timely maintenance of vehicles.
• Manage petty cash fund.
• Organize and file financial documentation.
• Communicate with internal and external parties.

Skills

Strong communication skills

Proficiency in office software

Attention to detail

Teamwork

Education

Diploma or Bachelor’s Degree in Business Administration or related field

Job description

• Maintain accurate and up-to-date records of all service department expenses, including mechanics’ outstation costs such as hotel stays, meal allowances, Touch ’n Go transactions, and Shell card usage.
• Verify, compile, and submit mechanics’ outstation expense claims in a timely manner, ensuring compliance with company policies and complete supporting documentation.
• Keep track of the fleet maintenance time frame and ensure timely maintenance of all vehicles.
• Manage the petty cash fund for the service department, including issuance, tracking, replenishment, and monthly reconciliation.
• Ensure receiving spare parts are tally with packing list.
• Ensure spare parts are labelled correctly, and placed neatly on shelves.
• Pick, prepare, and pack spare parts based on service request.
• Assist with regular stock takes to ensure inventory accuracy and alignment with system records.
• Regular liaising with HQ on warehouse stocks quantity, quality, request and replenishment.
• Ensure all financial documentation is organized, properly filed, and accessible for audit or reporting purposes.
• Communicating with both internal and external parties to ensure accurate and timely sharing and transmission of information.
• Assisting in managing customer files and service records.
• Completing other tasks as assigned by the supervisor.

Job Requirements:

• Minimum 2–3 years of experience in administrative roles, service coordination, or other relevant positions.
• Possess a Diploma or Bachelor’s Degree in Business Administration, Business Studies, or a related field.
• Strong communication skills, knowledge of Mandarin is an advantage.
• Proficient in using office software (such as Word, Excel, PowerPoint, etc.)
• Strong teamwork and attention to detail.

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