Senior Administrative Executive (Reconditioned Car Dealership – Malaysia)

EURASIA WAGEN SDN BHD; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reconditioned car dealership in Selangor is seeking a Senior Administrative Executive to manage administrative and loan documentation. The successful candidate must have strong knowledge of Malaysian automotive compliance, loan processes, and customer coordination. Responsibilities include managing daily operations, supervising staff, and liaising with financial institutions for loan documents. This role requires excellent organizational skills and proficiency in MS Office, offering an opportunity to streamline sales transactions from vehicle acquisition to ownership transfer.

Qualifications

• 5 years of administrative experience in the automotive dealership or finance sector.
• Strong knowledge of vehicle documentation processes.
• Familiarity with hire purchase loan processes in Malaysia.

Responsibilities

• Manage daily administrative tasks including filing and reporting.
• Handle vehicle documentation for compliance and registration.
• Liaise with banks for customer loan applications.
• Provide support to sales teams for transaction completions.

Skills

Organizational skills

Communication skills

Problem-solving

Multitasking abilities

Education

Diploma/Degree in Business Administration or equivalent

Tools

MS Office

Job description

Senior Administrative Executive (Reconditioned Car Dealership – Malaysia)

We are looking for a highly organized and experienced Senior Administrative Executive to manage the administrative and loan documentation functions in our reconditioned car dealership. The role requires strong knowledge of Malaysian automotive compliance processes, loan handling, and customer coordination. The successful candidate will play a vital role in ensuring smooth end-to-end sales transactions, from vehicle arrival to ownership transfer.

Key Responsibilities

Administrative & Dealership Operations

• Manage day‑to‑day administrative tasks including filing, correspondence, and reporting.
• Prepare sales contracts, invoices, and delivery documents for reconditioned vehicles.
• Coordinate with management on stock records, sales tracking, and compliance matters.

Vehicle Documentation & Compliance

• Handle JPJ registration, road tax, insurance, and ownership transfers for sold vehicles.
• Liaise with Puspakom for vehicle inspection and approval requirements.
• Manage customs clearance documentation and ensure compliance with import regulations.
• Maintain accurate and up-to-date vehicle documentation records.

Loan & Finance Documentation

• Liaise with banks and finance companies to process customers’ hire purchase loan applications.
• Prepare and check loan documentation for accuracy and compliance with lender requirements.
• Coordinate with customers on supporting documents (payslips, bank statements, guarantors, etc.).
• Track loan approvals, disbursements, and settlement schedules.

Customer & Partner Support

• Provide administrative support to sales teams in completing transactions.
• Coordinate with insurance providers, finance companies, and customers for smooth handovers.
• Assist customers with after‑sales documentation queries (road tax, insurance renewals).

Leadership & Office Support

• Supervise junior admin staff to ensure timely and accurate documentation handling.
• Implement process improvements to reduce delays in sales‑to‑delivery cycles.
• Report directly to management on documentation and administrative updates.

Requirements

• Diploma/Degree in Business Administration, Management, or equivalent.
• Minimum 5 years of administrative experience in the automotive dealership or loan/finance sector.
• Strong knowledge of vehicle documentation (JPJ, Puspakom, customs clearance, insurance).
• Familiarity with hire purchase loan processes in Malaysia.
• Proficient in MS Office (Word, Excel, PowerPoint); knowledge of dealership/loan systems is an advantage.
• Strong communication skills in English and Bahasa Malaysia (Mandarin is an added advantage).

Preferred Attributes

• Prior experience in a reconditioned car dealership.
• Detail‑oriented with excellent multitasking abilities.
• Strong problem‑solving and follow‑up skills.
• Ability to work independently and manage junior staff effectively.