We are looking for a proactive and detail-oriented Business Administrator to support our business development pipeline and act as the administrative backbone for our client accounts. This role plays a key part in ensuring administrative efficiency, coordinating paperwork, assisting and contributing to the successful execution of projects, such as attending client briefings, ensuring timely follow-up, proposals, and client engagements.
Fresh graduates are encouraged to apply as well — we value enthusiasm, willingness to learn, and a strong work ethic!
Responsibilities
- Administrative & Operational Support:
- Provide administrative and operational support to the Business Development Department.
- Manage departmental correspondence, emails, calendars, appointments, and meeting schedules.
- Prepare and process internal and external forms and supporting documents in a timely manner.
- Assist in overseeing document dispatch as required.
- Client Correspondence & Follow-Ups:
- Assist with client account handovers from BD Executives once deals are agreed upon, ensuring smooth coordination and administrative follow-through.
- Liaise with clients to follow up on signed contracts, payment receipts, pending information, and enquiry status updates.
- Respond to incoming phone calls and provide prospective clients with a concise overview of the company’s services.
- Quotations, Invoices & Proposal Documentation:
- Prepare and send client quotations and invoices based on information provided by BD Executives.
- Assist in preparing and compiling business proposals, tender documents, and meeting materials.
- Meetings & Internal Communication:
- Participate in client briefings, kickoff meetings, and project alignment sessions, take notes, and share key information, project requirements, and timelines with the BD team.
- Coordinate with the Business Development, Creative, and Operations teams to support client communications, proposal timelines, and client requirements.
- Data Entry, Record Management & Ad Hoc Support:
- Perform data entry and keep company tracking sheets updated with client details, interaction histories, and payment statuses.
- Provide support with ad-hoc tasks as required by management.
Desired Skills & Experience
- Diplomas or Bachelor’s degree in Business Management, Administration, Communications, Marketing, or a related field.
- 1-2 years of relevant experience in a sales support, administrative, or customer service role. (Fresh graduates are welcome to apply!)
- Proficient in English and Malay (spoken and written).
- Proficient in Microsoft Office Suite, Google Workspace, and any project management tools.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Detail-oriented with strong problem-solving skills.
- Possessing a valid driving licence and own car is an advantage.
This is a full-time position with a competitive salary plus benefits.