Admin Executive

Job Descriptions:

1. Reservation & Sales Management

• Oversee the entire booking process for car rentals, including inquiries, reservations, and confirmations.
• Promote car rental packages and upsell products/services (e.g., insurance add-ons, premium vehicles, long-term rentals).
• Assist in achieving monthly sales targets by following up with leads and converting inquiries into confirmed bookings.
• Maintain an updated database of corporate clients and explore new business opportunities to increase rental revenue.
• Prepare quotations, rental proposals, and agreements for individual and corporate customers.
• Collaborate with the marketing team to support sales campaigns and promotions.

2. Administration

• Handle and organize rental agreements, contracts, and related paperwork in compliance with company policies and legal requirements.
• Maintain systematic filing systems (both physical and digital) for rental documents, vehicle registrations, insurance, and inspection records.
• Prepare invoices, payment records, and other administrative documents accurately.
• Support day-to-day office operations such as correspondence, inventory management, and coordination with vendors.
• Ensure all records and documents are properly completed, signed, and archived for audit and compliance purposes.

3. Customer Service

• Assist customers with inquiries and provide information on vehicle options, pricing, and rental policies.
• Handle customer complaints professionally and ensure timely resolution.
• Maintain a courteous and helpful attitude to enhance customer satisfaction and loyalty.
• Coordinate communication with customers via phone, email, and walk-ins.

4. Fleet & License Management

• Track and monitor the company's vehicle fleet, including availability, location, and utilization.
• Schedule and record regular vehicle maintenance, servicing, and cleaning to ensure all vehicles are in top condition.
• Manage renewals of vehicle-related documents such as road tax, insurance, and commercial permits (Lesen Kenderaan Perdagangan / Lesen Muatan).
• Liaise with JPJ, Puspakom, insurance providers, and other relevant authorities for renewals, inspections, or compliance matters.
• Maintain and monitor expiry dates of licenses, road tax, and insurance to avoid lapses.
• Liaise with workshops, insurance providers, and vendors for repairs or replacements.
• Renew and manage all business-related licenses, including MOTAC license, PBT license, and other permits related to company operations.

5. Reporting

• Generate and compile reports on rental and sales activities, vehicle usage, and revenue performance.
• Provide summaries and operational data to management for business planning and forecasting.
• Assist in monitoring payment collections, deposit refunds, and outstanding balances.

6. General Administrative Support

• Perform daily administrative duties such as filing, correspondence, and office coordination.
• Assist with petty cash handling, invoice preparation, and record keeping.
• Support management in daily operational and ad-hoc assignments as required.

Requirements:

• Education:
• Minimum SPM / Diploma in Business Administration, Marketing, Office Management, or related field.
• Experience:
• At least 1–3 years of experience in administrative, operational, or sales roles (experience in car rental, logistics, or automotive industry is an advantage).
• Skills:
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Excellent communication and interpersonal skills in Bahasa Malaysia and English.
• Sales-driven, customer-oriented, and able to multitask effectively.
• Responsible, detail-oriented, and proactive in problem-solving.
• Possess a valid Class D driving license (preferred).

Benefits:

• Sports Club
• Medical Benefit
• Career Development
• Company Contribution of EPF, SOCSO, EIS
• Company Car + Fuel Card + T&G Card (for company related matters)

Job Type: Full-time

Pay: Up to RM2,500.00 per month

Benefits:

• Company car
• Maternity leave
• Meal allowance
• Opportunities for promotion
• Professional development

Work Location: In person