Executive, Administrative (Aftersales)

About You

The Executive, Aftersales Admin will provide essential support to the Aftersales division at the HQ level, managing a wide range of administrative functions to support both operational and HQ departments. This includes comprehensive backend support across project management, procurement, financial coordination, people services, system troubleshooting, audit management, data performance analysis and other respective responsibilities. This role requires strong organizational skills, proficiency in project management, a keen audit focus, and a strong analytical mindset to drive operational excellence and assisting to enhance customer satisfaction.

Your Day-to-Day

Project Management Office (PMO) Support
● Assist in planning, tracking, and implementing aftersales administration projects,
includes SOP and process flows.
● Prepare and share project status reports, addressing issues and ensuring timely
completion.
● Guiding the operational team for new SOP / process flows and monitoring the
performance, to ensure project milestones are met.

Audit and Compliance
● Conduct regular audits of Aftersales Administration processes to ensure adherence
to company policies and standards.
● Conducting audit for operational tools & equipment, e.g technician handy tool box
and machinery Authority licensing.
● Compile audit reports, identify discrepancies, and recommend corrective actions for
continuous improvement.

System Management and Operational Data Performance
● Create job codes within the system, ensuring accuracy and prompt updates.
● Ensure timely updates of service vouchers in the system to facilitate seamless
customer redemption during servicing.
● Upload data for free service vouchers, the Extended Warranty Program (EWP), and
other relevant system info required to maintain accurate records and support
operational efficiency.
● Serve as the primary contact for end-user support, providing frontline assistance for
Aftersales system issues and coordinating with stakeholders for quick resolution /
troubleshooting system glitches.
● Analyze operational performance data to support service/process improvements for
CSC and ASC operations.
● Preparing the CSC & ASC operational performance report, aligned with metrics or
OKR settings based on system data, to support operations in driving service and
process improvements.

Finance & People Service support
● Invoice management: Preparing invoice for Free Service Vouchers and EWP for
respective stakeholders / Carsome business subsidiaries, for finance team
processing.
● Preparing invoicing reports for management view.
● Performing servicing invoice report validation and reconciliation to ensure the SOP
are adhered.
● Manage and oversee Accounts Receivable/Payable (AR/AP) and Debtor Statements
for both operational and HQ levels across CSC branches, ensuring timely and
accurate contractor payments. Collaborate closely with finance to maintain accurate
AR/AP records for effective payment management.
● Monitor financial transactions, process invoices, and liaise with the finance team to
maintain up-to-date records.
● Preparing reports for CSC incentives, overtime reports to ensure payroll accuracy.
● Oversee and monitor CSC operational attendance records, generating analysis
reports for attendance trends and compliance.
● Provide insights on attendance data for operational decisions.

Procurement and Inventory Management
● Managing the purchasing (PR/PO) and inventory of office supplies; e.g. Uniforms,
Safety Shoes, and other required materials.
● Manage inventory levels, ensuring timely replenishment and efficient stock control for
service center needs.
● Coordinate with vendors for the procurement of aftersales-related inventory and
office supplies.

Administrative & Customer Service Support
● Handle day-to-day administrative tasks, document & report preparation, and
scheduling for the Aftersales division.
● Maintain organized records of service reports, customer feedback, and other relevant
documentation.
● Assisting in managing customer data and servicing coordination (as when needed);
and coordinating with teams/stakeholders to ensure prompt resolution.
● Be prepared for any ad hoc tasks assignments.

Your Know-How (Job Requirements)
Qualifications:
● Education: Diploma or Bachelor’s degree in Business Administration, Automotive
Engineering, Project Management, or a related field.
● Experience: Minimum 2-3 years in an administrative, project management, or audit
role, ideally within the automotive Aftersales industry.

Skills
● Strong organizational and multitasking abilities, with the capability to work under
pressure in a fast-paced environment.
● Proficiency in Google Office (Word, Excel, PowerPoint); experience with project
management and relevant software/working tools is a plus.
● Excellent verbal and written communication skills.
● Analytical mindset with strong attention to detail and ability to interpret data for
reporting.
● Basic understanding of automotive service center operations and inventory
management.

Attributes
● Proactive and solution-oriented, with a strong focus on continuous improvement.
● Capable of working independently and collaboratively within a team.
● Highly responsive, efficient, and skilled in managing tasks effectively.
● Dedicated, passionate, and committed to high-quality results.
● Upholds strong integrity, confidentiality, and professionalism, particularly when
managing audit, financial, and sensitive information.