Service & Contract Sales Administrator

Anton Paar Malaysia; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A technical service company in Malaysia is seeking a Service Administrator to manage tasks related to service management and customer service. The role involves operating ERP modules, overseeing inventory, and coordinating service interventions. Candidates should have an associate's degree or relevant experience in service administration and contract sales, along with strong organizational and communication skills. Proficiency in SAP and Microsoft Office Suite is essential. This position is crucial for ensuring smooth service operations and customer satisfaction.

Qualifications

• Minimum of 2 years of relevant experience in Service Administration and Contract Sales roles.
• Prior experience in a customer service or administrative support function.

Responsibilities

• Operate SAP ERP Modules for service management.
• Order spare parts and maintain stock inventory.
• Monitor service transactions in CRM and create delivery notes.
• Handle customer inquiries regarding service status.
• Manage service quotations and contracts.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Proficient in Microsoft Office Suite

Experience with ERP and CRM systems

Education

Associate's degree or diploma in Business Administration

Tools

SAP

CRM systems

Job description

Service Administration - Responsibilities

Operate SAP ERP Modules (MM, SD) and CRM for service management.

Order spare parts for contract and repair cases.

Maintain stock inventory and distribute parts to service engineers.

Monitor service transactions in CRM according to internal guidelines.

Create delivery notes and issue service invoices.

Coordinate scheduling and planning of service interventions.

Handle customer inquiries regarding service status via email and phone.

Manage calibration tools in SAP.

Follow up on outstanding customer payments.

Forecast and track monthly contract revenue.

Promote warranty extensions and preventive maintenance to customers.

Manage service quotations and contracts.

Ensure data integrity in SAP/CRM for Installed Base.

Support marketing activities related to service contracts.

Create and monitor quotations and orders.

Liaise with vendors and manage purchase orders.

Track vendor deliveries and invoices.

Coordinate import/export logistics and webshop transactions.

General responsibility within the organisation

Generally, supporting service people in all the processes, but NOT taking care of technical issues.

Answering the phone and forwarding information to service.

Checking the general mail boxes (service) to take care of incoming e-mails.

Facility as well as fleet management and IT coordination to the Helpdesk at the head office.

In case the employee is on vacation or not in the office, the telephone needs to be handled by the local colleagues. In regards to SAP processes, the Administration will take care of the daily business.

Minimum Qualifications and Requirements

Education and Experience

Associate’s degree or diploma in Business Administration, or

Minimum of 2 years of relevant experience in Service Administration and Contract Sales roles

Professional Experience

Prior experience in a customer service or administrative support function, ideally within a technical or service-oriented industry

Key Skills and Competencies

Excellent organizational, time management, and prioritization abilities—essential for success in Contract Sales roles

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Experienced in working with ERP and CRM systems (e.g., SAP)

Strong verbal and written communication skills

Effective interpersonal skills with a customer-centric mindset

Demonstrated ability to manage multiple tasks in a fast-paced environment