Job Description

Position Responsibilities 

Quotation process:

• Prepare and review maintenance service quotations for clients.
• Collaborate with vendors and internal teams to ensure accurate and competitive pricing.
• Ensure quotations are approved and documented as per company policies.

PO creation:

• Generate Purchase Orders (POs) for approved maintenance services and inventory needs.
• Ensure POs are issued accurately and in a timely manner, in line with company procedures.

Manage In and Out Inventory:

• Oversee and manage the inventory of maintenance supplies and equipment.
• Track inventory levels to ensure sufficient stock is available for ongoing maintenance activities.
• Implement effective stock management to prevent overstocking or shortages.

Ordering:

• Place orders for materials, parts, and equipment required for maintenance tasks.
• Work closely with vendors to ensure timely delivery of items.

Receiving:

• Coordinate the receiving of goods and materials.
• Ensure all received items meet quality standards and match the purchase order.

Updating Invoices for Budget Tracking:

• Maintain and update invoices in the system to provide visibility on spending.
• Track and monitor expenses to ensure they align with the allocated budget.
• Assist with reporting on budget performance and variances.

Others

• To maintain good relationships with contractors and service providers.
• Advocating for adequate, timely, and cost-effective services and responding to any issues that occur during the delivery of services.
• Monitoring the services being provided and staying up to date on any services for outlets.
• Any other assigned duties and responsibilities from time to time.

Job Requirements

Qualifications & Experience 

• At least a Professional Certificate / Diploma in Business Administration, or other related disciplines.
• Minimum 1- 3 year work experience in administrative/ technical support or any related field.  
• Fresh graduate are encouraged to apply. 
• Proven experience in maintenance coordination or a similar role.
• Strong organizational and multitasking skills.
• Proficiency in inventory management systems and Microsoft Office Suite.
• Good communication and negotiation skills for interacting with vendors and stakeholders.
• Familiarity with budgeting and cost tracking is an advantage.
• Detail-oriented and proactive in managing tasks.
• Ability to work well under pressure and meet deadlines.
• Team player with strong collaboration skills.
• Excellent presentation, communication, problem-solving, interpersonal, and time-management skills.
• A valuable team player and able to work independently.
• Computer literate with good command of both written and spoken English and Malaysia.
• Confident, proactive, able to work under pressure and meet tight deadlines. 

  a Necessity, not a Luxury  

Skills