Sales & Marketing Administrator

Volvo Construction Equipment; Selangor; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading construction machinery firm in Malaysia is seeking an experienced procurement and logistics coordinator. This role involves managing machine deliveries, preparing essential documentation, and coordinating with various teams to ensure timely and accurate processes. Candidates should possess strong communication skills and have experience in procurement and logistics management. Join a dynamic team dedicated to providing excellent support in a fast-paced environment.

Qualifications

• Experience in procurement and logistics management.
• Strong coordination and communication skills.
• Familiarity with import/export regulations.

Responsibilities

• Arrange machine deliveries and coordinate timelines.
• Prepare delivery documents and liaise with finance.
• Raise Purchase Orders and handle invoice submissions.
• Check the accuracy of import documents.
• Register new machines and handle system updates.
• Apply for permits and arrange export shipments.
• Manage RPO contracts and coordinate with teams.
• Support marketing activities and assist HR.

Job description

Arrange new, used, and RPO machine deliveries.

Send Pre-Delivery Instruction (PDI) to the workshop PDI team and coordinate timelines.

Arrange Puspakom inspections and prepare delivery documents (inspection forms, petty cash vouchers, Delivery Orders).

Liaise with Finance to ensure complete and accurate customer information and payment status for delivery.

Procurement & Documentation

Raise Purchase Orders for local suppliers (modifications, accessories, service/repairs, stickers, etc.) and perform item receiving.

Submit supplier invoices to Finance for payment processing.

Check import documents to ensure accuracy and completeness (Invoice, Packing List, BL, Form AK, Customs K1).

Prepare shipping instructions and handle export documentation requirements.

Registration & System Updates

Register new machines in system and coordinate with JPJ runner for registration, name transfer, or cancellation.

Perform inventory transfers (dealer, swing, demo) and FID updates in DMS/SLT.

Update new, used, and attachment inventory listings and delivery schedules.

Import / Export & Logistics

Apply for import/export permits, VTA certification, and related approvals.

Arrange export shipments, including vessel space booking, export documents, and transportation.

Follow up with forwarding agents on import/export shipment status and update PDI team.

RPO Administration

Create RPO contracts, extensions, and terminations in DMS and update UE listings.

Coordinate with Finance, Sales, and PDI teams on RPO extensions and terminations (NRV value, transportation, inspection reports).

Manage insurance policies for RPO, demo, swing, and export machines (initiate and terminate).

Assist Sales Agents/Reps to create PDI/Service enquiries in DMS.

Replenish product brochures, merchandise, and coordinate distribution to branches.

Support marketing activities such as product launches, roadshows, and promotional events.

General Administrative Support

Assist HR and other departments on administrative needs (stationery, printed materials, quotations, etc.).

Handle any assignments or ad-hoc tasks assigned by management or direct superior.

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