Job Description

Responsibilities:

1. Maintenance Admin Oversight

Maintain and update maintenance records, logs, and vehicle service histories. Track maintenance schedules and notify relevant personnel of upcoming preventive maintenance. Ensure proper documentation of breakdowns, repairs, work orders, and warranty claims. Prepare monthly reports on maintenance performance, cost tracking, and downtime analysis.

2. Procurement & Purchasing

Source, evaluate, and negotiate with vendors and suppliers for spare parts, tools, tyres, lubricants, and workshop materials. Ensure cost-effective purchasing while maintaining quality and lead time standards. Maintain up-to-date records of approved vendors and pricing. Create and manage purchase requisitions, orders, and payment follow-ups in coordination with the finance/purchasing department. Monitor and manage spare parts inventory to avoid stockouts and overstocking.

3. Workshop Coordination

Liaise with workshop supervisors and technicians to understand parts/materials requirements. Coordinate external vendor support for specialized repairs or warranty works. Track job order statuses and escalate delays or resource shortages to the Maintenance Manager.

4. Compliance & Safety

Ensure maintenance records comply with company policy, regulatory, and audit requirements. Support the maintenance team in ensuring safety protocols and equipment maintenance procedures are followed.

5. Team Support & Communication

Act as a liaison between maintenance, operations, and purchasing/finance departments. Support onboarding and training of clerks or junior admin staff. Provide administrative support to the Maintenance Manager as required.

6. Fleet Inspection & Regulatory Compliance Responsibilities

Monitor expiry dates for PUSPAKOM inspections, road tax, and insurance for all lorries and trailers. Schedule inspections, prepare payment requests, and handle related bookings and emails. Maintain and file original vehicle documents, inspection discs, and permits. Oversee all tasks related to PUSPAKOM compliance and documentation.

Skills required :

1. Administrative & IT Skills

Proficient in Microsoft Office (Excel, Word, Outlook) Experience with maintenance software Recordkeeping and documentation accuracy Report generation and cost tracking

2. Communication Skills

Clear and professional verbal and written communication Ability to liaise effectively between workshop teams, vendors, and internal departments Conflict resolution and negotiation with suppliers or service providers

4. Organizational & Time Management

Ability to prioritize tasks and manage multiple requests Strong follow-up and deadline management Workflow planning and coordination

5. Financial & Commercial Awareness

Understanding of purchasing processes Budget-conscious decision-making Cost comparison and supplier evaluation
Job Type: Full-time

Pay: RM2,000.00 - RM3,000.00 per month

Work Location: In person