Main Responsibilities Administrative Tasks Inventory Management: Monitor, maintain and replenish the stock levels of pantry supplies, toiletries, and office stationery to ensure availability.
Quotation Preparation: Prepare and issue quotations for toner and result sheet orders, specifically for clients in the fitness industry or healthcare sector.
Order Processing: Place orders for low-stock items including result sheets, banners, printer tables, and toners.
Delivery Coordination: Organize delivery of toner and result sheets to customers within Klang Valley via GRAB or Lalamove, and for outof-state deliveries, coordinate with Parcel Asia.
Installation Coordination Installation Requests: Process and coordinate installation requests received from the Sales Team.
Invoice Assistance: Collaborate with the Finance department for the issuance of invoices and assist with invoice preparation in the event of absence of the finance personnel.
Item Preparation & Documentation: Ensure all necessary items are prepared for installation, and that the Customer Service Team has completed the Pre-DO (Pre-Delivery Order).
Label items appropriately to prevent mixing with other customer orders.
Prepare and organize required documentation, including invoices, delivery orders, and Terms & Conditions (T&C) for installations.
For government installations, ensure compliance with specific documentation requirements including color-coded paper copies.
Logistics Coordination Shipment Preparation: Verify that all items are complete and correctly labeled prior to wrapping for shipment.
Logistics Management: Arrange for air and sea shipments for local and international destinations, including shipments to Singapore or other countries as requested by the Sales Team.
Other Responsibilities Company Car Services: Coordinate and manage the servicing of company vehicles.
Demo Requests: Prepare and arrange for demo machines and accessories as required by the Sales Team, particularly for ad-hoc demo requests.
General Support: Assist with additional ad-hoc tasks as needed to support the team's operations.
In charge of CS inquiry from Whatsapp, Emails & Calls, provide initial response to customers Assist CS Team in terms of scheduling & appointment arrangement, communicate with CS team regarding job scheduling & arrangement.
In charge of company cars (Alza & Exora) service & maintenance.
Assist re-packaging device after pre-DO inspection has been done by CS Team.
Assist for CS documentation such as installation list, PPM list & contract list Requirements Qualification A Diploma or Degree in Business Administration / Logistics / Supply Chain Management / related field.
Experiences Years of Experiences 2 to 3 years of relevant experience in an administrative or logistic or office support role.
Prior experience in inventory management, procurement or delivery coordination is ideal.
Prior experience in handling customer orders, quotations and deliveries is advantageous Industry Experience Experience in healthcare, fitness or related sectors is beneficial, particularly in dealing with medical supplies, equipment or similar products.
Familiarity with government contracts and specific documentation requirements is a plus.
Skills & Competency Organizational Skills Detail oriented and ability to manage multiple tasks and deadlines efficiently.
Excellent time management skills to ensure timely order processing and shipment coordination.
Communication Skills Good written and verbal communication skills to interact with internal teams effectively.
Clear and concise reporting and documentation abilities.
Problem Solving Skills Ability to identify potential issues, take initiative and proactively find solutions to prevent delays or mistakes.
Customer Focus Strong Customer Service orientation with a focus on delivering prompt and accurate results to customers.
Team Collaboration Ability to collaborate cross-functionally with different teams to ensure smooth operations and customer satisfaction.
IT competencies Proficiency in Microsoft Office Suite (ie.
Excel, Word, PowerPoint).
Familiarity with online logistics and shipping platforms such as Lalamove, Grab, Parcel Asia or other delivery management systems.
Familiarity with email platforms (ie.
Outlook) and internal communication tools (ie.
Microsoft Teams) for coordination with colleagues and customers.
Basic knowledge of invoicing and financial tracking software (ie.
QuickBooks) for assisting in billing and order processing.