Vacancy jobs in Ipoh

Position: Administrative Executive

Department: Administration & Training Operations
Company: AKS Training Centre

1. Job Summary

To manage daily administrative operations, handle customer inquiries and course registrations, and coordinate the processing of the FHTC Programme. The candidate should be organised, responsible, customer-oriented, and capable of working independently with minimal supervision.

2. Key Responsibilities

A. Customer Service & Inquiries

• Handle incoming phone calls, WhatsApp messages, emails, and walk-in inquiries professionally.
• Provide accurate information about training programmes, course schedules, fees, eligibility, and registration procedures.
• Follow up with prospective customers, trainees, and employers.
• Maintain good relationships with customers, trainees, and business partners.

B. Course Registration & Training Administration

• Handle course registrations and maintain accurate trainee records.
• Prepare, verify, and organise registration forms and supporting documents.
• Coordinate course schedules, attendance records, training materials, and other administrative arrangements.
• Maintain proper filing and documentation, both physically and digitally.

C. FHTC Programme Processing

• Manage and process FHTC Programme registrations and related documentation.
• Ensure all required information and supporting documents are complete and accurate.
• Monitor application and processing progress, and follow up on outstanding documents or requirements.
• Coordinate with relevant parties to ensure timely and smooth programme processing.
• Maintain proper records and comply with applicable programme requirements and procedures.

D. System & Documentation Management

• Use the HRD Corp system to assist with training-related administration and claims documentation.
• Use AutoCount for relevant administrative, invoicing, and payment-record tasks, where applicable.
• Use the FoSIM system for relevant food safety and training-related registration or application processes, where applicable.
• Ensure all data entry, records, and documents are accurate and up to date.

E. General Administrative Duties

• Prepare quotations, invoices, letters, reports, and other administrative documents as required.
• Assist with payment tracking and coordination with the accounts team.
• Support trainers and management in daily training centre operations.
• Perform other reasonable administrative duties assigned by management.

3. Requirements & Preferred Skills

• Minimum SPM or equivalent qualification; relevant administrative experience is an advantage.
• Good communication and customer service skills.
• Able to communicate in English, Bahasa Malaysia, and Mandarin.
• Good organisational skills, attention to detail, and time management.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Able to work independently with minimal supervision.
• Responsible, proactive, trustworthy, and willing to learn.
• Able to handle multiple tasks and meet deadlines.

Additional Advantages:

• Familiar with the HRD Corp system.
• Familiar with AutoCount accounting software.
• Familiar with the FoSIM system.
• Experience in training administration, course registration, or FHTC Programme processing.

4. Key Competencies

• Customer Service Excellence
• Independent Working Ability
• Critical Thinking and Problem-Solving
• Accuracy and Attention to Detail
• Time Management and Multitasking
• Communication and Coordination
• Accountability and Confidentiality

5. Expected Performance

The successful candidate is expected to:

• Respond to inquiries promptly and professionally.
• Complete registrations and programme documentation accurately and on time.
• Keep trainee records and administrative files organised.
• Follow up on pending applications and outstanding documents without constant reminders.
• Maintain a high standard of customer service and support the smooth operation of AKS Training Centre.

Pay: RM1,500.00 - RM4,653.33 per month

Benefits:

• Professional development

Work Location: In person