Job Description

Ready to keep operations running and customers satisfied? Join our team by working with us at Fortesvo Sdn Bhd, a humidity control engineering company serving commercial and industrial clients where practical admin work supports delivery and service excellence.

As a Business Administration Executive, you will be the backbone of daily operations, coordinating quotations, invoices, delivery orders, service documentation and basic accounting to keep enquiries and jobs on schedule. Your clear follow-up and customer communication will ensure sales, technical and operations teams stay aligned.

Your Growth & Impact

• Build hands-on experience in quotation preparation, invoicing and reconciliation to strengthen your operational and accounting basics.
• Expand your network by working closely with sales, technical, operations and accounts teams on real customer projects.
• Strengthen your customer-facing skills through daily communication and service coordination across phone, email and WhatsApp.
• Accelerate your career readiness with exposure to marketing support, documentation systems and process improvements within a technical SME.

Job Requirements

Operations & Documentation

• Prepare and manage business documents such as quotations, invoices, delivery orders, and service documents accurately and on time.
• Maintain organised records for quotations, purchase orders, customer information, and operational workflows so the team can access the correct information easily.
• Gather and coordinate information from sales, technical, operations, and accounts teams to support quotation preparation, order processing, and handovers.

Finance & Accounts Support

• Support basic accounting tasks including payment tracking, invoice issuance, receipt preparation, expense records, and simple reconciliations.
• Update stock movement records, supplier invoices, and customer payment status to keep financial records properly arranged and current.
• Coordinate documentation and queries with accountants, auditors, and tax agents when required.

Customer & Service Coordination

• Communicate with customers via phone, email, or WhatsApp regarding enquiries, quotation status, delivery updates, service scheduling, and follow-up matters.
• Collect and organise service details such as machine model, symptoms, error messages, photos, videos, and site conditions before forwarding to the technical team.
• Coordinate service visits, spare parts arrangements, warranty matters, and post-service follow-up to keep customers properly updated.

Marketing & Business Support

• Support basic marketing and sales activities by preparing product information, simple customer-facing materials, project references, and event support.
• Assist with simple digital content updates such as LinkedIn posts, website updates, product sharing materials, and marketing information when required.

People, Policy & Internal Administration Support

• Assist management in preparing and organising internal documents such as company policies, employee handbook, forms, templates, and administrative procedures.
• Support the preparation of simple HR-related documents such as onboarding checklists, training records, KPI templates, and performance review forms.
• Help coordinate non-confidential internal administration matters such as staff records, leave records, onboarding preparation, and internal communication.
• Maintain confidentiality and professionalism when handling company and employee-related documents.
• Support the improvement of internal systems, documentation flow, and administrative processes as the company grows.

Qualifications & Experience

• Diploma or Degree in Business Administration, Accounting, Finance, Marketing, Management, Business Communications, International Business, Psychology, Human Resource Management, or a related field.
• Fresh graduates are welcome to apply.
• Candidates with 1–2 years of experience in administration, accounts, customer service, sales support, marketing support, HR administration, or operations coordination will have an advantage.

Skills & Knowledge

• Proficient in Microsoft Office and Excel, and comfortable using Google Sheets.
• Familiarity with SQL Account, AutoCount, or other accounting software will be an advantage.
• Basic understanding of invoices, payment follow-up, accounts receivable, accounts payable, and simple reconciliation will be an advantage.
• Able to prepare clear documents and support basic customer-facing and internal communication materials.
• Willing to learn about technical products, service coordination, business operations, accounting support, marketing support, and internal administration.

Soft Skills & Qualities

• Clear communication in English and Bahasa Malaysia. Mandarin will be an added advantage.
• Strong organisational skills with attention to detail and consistent follow-through.
• Responsible, proactive, self-disciplined, and keen to learn in a growing technical business environment.
• Able to coordinate tasks across departments and manage multiple priorities while maintaining accuracy.
• Trustworthy and able to handle company and employee-related information with professionalism.
• Genuine interest in learning end-to-end business operations from customer enquiry to quotation, delivery, payment, after-sales support, and internal administration.

Skills