Admin Clerk

2 days ago

Petaling Jaya, Selangor, Malaysia BM Performance Auto Full time 17,000 - 30,000 per year

JOB DESCRIPTION – ADMIN CLERK

Position: Admin Clerk

Department: Administration / Front Office

Reports To: Workshop Supervisor / Manager

Work Location: Automotive Workshop (KOTA DAMANSARA)

⸻

  1. Job Purpose

To provide administrative, customer service, and operational support to ensure smooth daily workflow of the workshop, including job card preparation, e-invoicing, stock documentation, and coordination with technicians and customers.

⸻

  1. Key Responsibilities

A. Administrative & Documentation

  • Prepare, update, and close job cards for all vehicles.

  • Issue e-invoices, receipts, and maintain proper filing (digital & hard copy).

  • Maintain customer records, vehicle history, and service logs.

  • Update daily work progress, labour hours, and workshop productivity reports.

  • Assist with warranty claim documentation (if applicable).

  • Handle supplier invoices, purchase orders (PO), and GRN entry.

B. Customer Service

  • Attend to walk-in customers and phone enquiries professionally.

  • Schedule service appointments and coordinate with technicians.

  • Provide updates to customers regarding vehicle status.

  • Assist with quotation preparation and follow up on approvals.

  • Handle customer complaints and escalate to management when necessary.

C. Inventory & Workshop Support

  • Assist in tracking spare parts stock in/out.

  • Record tyre, engine oil, and consumable item usage.

  • Work with storekeeper to maintain minimum stock levels.

  • Prepare daily checklist for workshop cleanliness & tool conditions (if required).

D. Finance & Payment Handling

  • Collect payments (cash, card, e-wallet).

  • Reconcile daily sales and prepare closing reports.

  • Assist in petty cash management.

E. General Office Duties

  • Manage office supplies, stationery, and document printing.

  • Assist in HR tasks: attendance records, staff leave tracking.

  • Support management in any admin task assigned.

⸻

  1. Requirements

Qualifications

  • Minimum SPM / Diploma in Business Administration or related field.

Skills & Competencies

  • Basic knowledge of Microsoft Excel, Word & workshop management software.

  • Good communication skills in English & Bahasa Malaysia.

  • Strong organisation and time management skills.

  • Ability to multitask and work in a fast-paced workshop environment.

Experience (Preferred, not mandatory)

  • 1–2 years experience in automotive workshop admin work.

  • Experience with job cards & invoicing systems (e.g., EnGarage, Webmax, AutoCount).

⸻

  1. Key Performance Indicators (KPIs)

  2. Job cards accuracy & completeness.

  3. Customer satisfaction & response time.

  4. Daily closing accuracy.

  5. Zero missing documents & proper filing.

  6. Timely updates of workshop records.

⸻

  1. Working Hours

  2. Monday – Saturday (8.30AM-5.30PM).

⸻

  1. Salary Range (Malaysia Market Reference)

  2. RM1,700 – RM2,500 depending on experience & workload.

Job Type: Full-time

Pay: RM1, RM2,500.00 per month

Work Location: In person

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