Admin Assistants

2 weeks ago

Kuching, Sarawak, Malaysia IS DISTRIBUTIONS SB Full time 30,000 - 40,000 per year

1. Customer Reception & Information Gathering

  • Attend to customer inquiries via WhatsApp, phone, or walk-in.
  • Create customer WhatsApp groups and collect necessary info (photos, location, quantity).
  • Share product catalogues and quotations, answer basic questions.
  • Maintain a friendly and professional manner when engaging with customers.
  • Provide personal assistance support to Director when required (scheduling, follow-up, correspondence)

2. Sales & Order Coordination

  • Follow up on quotations, order confirmations, and payment status.
  • Inform Finance and Project Coordinator once order is confirmed.
  • Assist in scheduling installations and coordinate with the technical team.
  • Ensure smooth handover of customer details to relevant departments.

3. Documentation & Data Management

  • Organize and file customer records and project documents (quotations, invoices, receipts, job sheets, photos).
  • Prepare monthly, quarterly, and yearly closing reports and documentation.
  • Update customer tracking sheets, job calendars, and project logs.

4. Project Coordination & Support

  • Help arrange site visits and installations by technicians/installers.
  • Monitor installation progress and site completion.
  • Collect and compile all project completion documents.
  • Keep customers informed on project progress when necessary.

5. After-Sales Service & Customer Feedback

  • Call customers after installation to gather feedback and record satisfaction.
  • Assist in handling after-sales issues or complaints and escalate to the relevant department.
  • Maintain good customer relations for repeat business and referrals.

6. General Administrative Duties

  • Manage office supplies and procurement.
  • Support daily administrative tasks (meeting arrangements, document dispatch, etc.).
  • Assist in preparing simple updates or materials related to customer projects.

General Administrative Duties

  • Manage office supplies and procurement
  • Support daily administrative tasks (meeting arrangements, document dispatch, etc.)
  • Assist in preparing simple updates or materials related to customer projects

Required Skills & Qualifications

  • Diploma or higher .
  • Strong communication & interpersonal skills.
  • Good organizational and documentation skills.
  • Able to write meeting minutes and prepare reports.
  • Proficiency in Microsoft Office / Google Workspace.
  • Time management and ability to multitask.
  • Attention to detail and accuracy in work.
  • Team player with willingness to learn and adapt.
Preferred Skills
  1. Experience in Personal Assistance (PA): scheduling, handling correspondence, supporting management tasks.
  2. Willingness to travel for site supervision / project support when needed.
  3. Prior experience in admin, customer service, or sales support.
  4. Multilingual (English, Malay, Mandarin). We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
  5. Basic knowledge of security / ICT systems (CCTV, alarm, WiFi).
  6. Possess driving license for occasional site visits.

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