Job Description

Job Purpose:

The Service Administrator provides administrative support to the Service Department, ensuring efficient coordination of service jobs, technician scheduling, documentation, and customer communication. This role acts as the central point of contact between clients, technicians, and internal departments to ensure smooth delivery of after-sales and maintenance services.

Key Responsibilities:

1. Service Coordination

Assist in scheduling and assign technicians for service calls, preventive maintenance, and repair jobs. Track job progress, completion, and ensure proper documentation is submitted (service reports, photos, checklists). Prepare service quotations, purchase orders (PO) , job sheets, and related paperwork for approval and billing.

2. Customer Support

Receive and log service requests or complaints via phone, email, or message. Communicate with clients on job status, technician arrival times, and follow-up after completion. Maintain professional and timely responses to customer inquiries.

3. Documentation & Reporting

Maintain and update service records, equipment history, and maintenance schedules. Ensure all service reports and invoices are properly filed and tracked.

4. Coordination with Internal Departments

Liaise with Procurement for spare parts or materials required for service jobs. Work with Accounts for billing, payment follow-up, and warranty claims.

5. General Administration

Handle correspondence, filing, and administrative tasks related to the service department. Monitor and replenish service-related forms, stationery, and consumables. Support continuous improvement of service operations and workflow.

Requirements:

Diploma or equivalent in Business Administration, Engineering, or related field. Minimum 2 years' experience in service coordination, preferably in HVAC, refrigeration, or M&E industry. Good communication and organizational skills. Proficient in Microsoft Office (Excel, Word, Outlook). Able to multitask, prioritize, and work in a fast-paced environment. Customer-oriented with a positive and professional attitude.
Job Type: Full-time

Pay: RM2,000.00 - RM2,500.00 per month

Benefits:

Cell phone reimbursement Free parking Health insurance Professional development
Work Location: In person