Job Description

JOB DESCRIPTION - ADMIN CLERK

Position: Admin Clerk

Department: Administration / Front Office

Reports To: Workshop Supervisor / Manager

Work Location: Automotive Workshop (KOTA DAMANSARA)

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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.

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2. 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.
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3. 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).
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4. Key Performance Indicators (KPIs)

Job cards accuracy & completeness. Customer satisfaction & response time. Daily closing accuracy. Zero missing documents & proper filing. Timely updates of workshop records.
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5. Working Hours

Monday - Saturday (8.30AM-5.30PM).
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6. Salary Range (Malaysia Market Reference)

RM1,700 - RM2,500 depending on experience & workload.
Job Type: Full-time

Pay: RM1,700.00 - RM2,500.00 per month

Work Location: In person