Business Admin Executive
MHE, Malaysia 
JJ Malaysia Sdn Bhd
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The Business Admin Executive (Customer Service) oversees and manages all aspects of customer order enquiry and order management supporting sales operations, including processing customer purchase orders, coordinating fulfillment and delivery, managing the order lifecycle from placement to job execution and shipment.
Responsibilities
Customer’s Enquiries
- Act as a point of contact for customer inquiries related to orders, deliveries, and invoicing, and resolve any discrepancies or issues.
- Manage enquiries such as stock availability.
Order Processing
- Receive, verify and process customer orders accurately and efficiently, ensuring adherence to established protocols and timelines.
- Coordinate with internal teams, such as factory, warehouse and supply chain to ensure orders are fulfilled accurately and efficiently, prioritize based on inventory availability and shipping requirements.
- Resolve order discrepancies or issues promptly and effectively, included any invoicing issues and create Credit Notes (CN) / Debit Notes (DN) when necessary, ensuring customer satisfaction.
Shipment Management
- Manage and track shipments, returns, and deliveries to ensure they meet customer expectations and timelines.
- Perform shipment coordination & documentation for exports and drop shipment orders with inter-companies and overseas customers.
- Provide necessary documents where required. (e.g. Certificate of Analysis / Compliance and end user license etc) to customers.
Other functions (Supporting responsibilities) ~
· Maintain detailed records of customer interactions and order status for future reference.
· Establish and maintain an efficient reporting system to minimize operational errors and promote cost-saving strategies, supporting a lean management approach.
· Maintain a high level of cooperation and teamwork with other departments.
· To coordinate with colleagues, enable smooth operation. Cultivate team spirit to enhance productivity with minimum supervision.
· Any other duties assigned from time to time by the immediate superior/Management.
Qualifications
- Industry experience: Ideally, the candidate have above 2 years of experience in order management, with a good understanding of import/export operations.
- Communication skills: Candidate can provide clear verbal and written updates, active listening to understand needs, and collaborating with other teams like sales, factory and warehouse staff, to ensure smooth operations.
- Location and transportation: Candidate should be able to work in Shah Alam and have your own transportation for commuting.
- Technical proficiency: Possess good knowledge of computers and MS Office applications to manage documentation and reports efficiently. Experience with SAP ERP is preferrable.
- Flexibility and dedication: Ability to work independently, meet tight deadlines and under pressure, work long hours when necessary, and start the job immediately or within a short period.
- Strong organizational and time management skills.
- Detail-oriented, fast learner, and strong problem-solving abilities
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