Service Coordinator

Position Responsibilities

Quotation process:

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

PO Creation

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

Manage In And Out Inventory

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

Ordering

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

Receiving

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

Updating Invoices For Budget Tracking

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

Others

1. Maintain good relationships with contractors and service providers.
2. Advocate for adequate, timely, and cost-effective services and respond to any issues that occur during the delivery of services.
3. Monitor the services being provided and stay up to date on any services for outlets.
4. Any other assigned duties and responsibilities from time to time.

Qualifications & Experience

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