Administration Manager

Role Summary

You will be responsible for the Sales Coordinators and Rental Coordinators, and maintain all capital equipment inventory and movement, invoicing and all transport arrangement requirements. 

You will also ensure all customers’ orders are fulfilled in a timely and efficient manner.

As the Administration Manager, you will provide office admin support, including but not limited to general office administration including building, facility and security management.

Key Result Areas & Responsibilities

KRA 1 – Sales and Rental Coordination Activities

• Supervise Sales Coordinators and Rental Coordinators on controlling and maintaining stock control of all capital equipment (trucks, batteries, chargers and other accessories) in Crown Shah Alam Warehouse.
• Ensure all capital equipment movements in and out of Crown Shah Alam Warehouse are in accordance to Company process and ensure appropriate approvals are obtained prior to movement (e.g. Delivery Orders and Rental Termination/Transport/Returned Dockets are raised, checked and approved).
• Responsible for the submission of all invoices and rental agreements to the respective Sales Personnel before delivery of trucks.
• Coordinate with the respective Sales Personnel on the delivery and pickup of capital equipment (new, used and rental trucks) activities and ensure all requirements are met.
• Coordinate with the respective Sales Personnel in locating suitable rental trucks and ensuring truck accessories are fitted as per Truck Preparation Request (TPR).
• Responsible for the monthly stock take at Shah Alam Warehouse and at any third-party locations are carried out and variance analysis reports are submitted to the Finance Department accurately and on time.
• Provide updates on rental truck utilization and status of floor stock trucks during Operations Meeting.
  

KRA 2 – Building, Facility and Security Management

• Oversees the admin personnel responsible for liaising all building, facilities and security matters (except workshop equipment & machinery), ensuring maintenance contracts are in place and services provided accordingly to contracts.
• Ensure the admin personnel responsible for office automation system, ensuring all office automation systems, door accesses, office equipment and water dispensers are in good working condition.

KRA 3 – Asset Management

• Be responsible for the administration, maintenance and purchase of Company vehicles, Company mobile phones, landlines, computers and other office equipment in accordance with the Company policy.

KRA 4 – IT

• Ensure the installation process of Company computers and mobile phones and phone lines in accordance with the Company policy. 
• Ensure all communication and computer systems are fully operative and liaise with MIS Australia as necessary to ensure that systems are suitable for task.
• Key point of contact with MIS Australia on the implementation and application of various IT administration, policies and initiatives, align with Southeast Asia Regional Office.

KRA 5 – General Office Administration

• Coordinate and manage administrative processes, while identifying and implementing opportunities to improve efficiency and streamline operations.
• Oversee the procurement, inventory management, and distribution of company collaterals, printed stationery, corporate gifts, and other office materials.
• Liaise with administrative personnel responsible for travel and accommodation arrangements, ensuring timely and cost-effective coordination.
• Maintain and update branch office and employee contact information, including ensuring accurate updates in the MIS Australia system.
• Manage and support office administration activities and facilities-related matters to ensure the smooth day-to-day operation of the office.
• Perform any other administrative or office-related duties as assigned.

KRA 6 – Ad Hoc Duties

• All other duties as and when required.

Knowledge, Skills and Experience:

• Proactive, self-motivated, and demonstrates a strong willingness to learn and grow.
• Minimum 4 to 7 years of relevant working experience in administration, office management, or a related field.
• Familiarity with facilities management concepts and office operations.
• Experience in the materials handling industry would be an added advantage.
• Creative thinker with strong problem-solving and decision-making abilities.
• Strong team player with the ability to lead, guide, and influence others effectively.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Able to work effectively under pressure and meet deadlines in a fast-paced environment.
• Demonstrates strong initiative, excellent interpersonal skills, and the ability to build positive working relationships.
• Excellent organizational, coordination, and multitasking skills, with strong attention to detail.