Business Support Specialist
Job Summary
We are hiring a Business Support Specialist to help keep daily operations organized and efficient, managing stock, orders, and billing. You will support store teams, handle documentation, and ensure internal systems remain accurate. This role is essential for streamlining administrative workflows and enabling the rest of the business to focus on customers.
Responsibilities
- Maintain accurate administrative records and manage document flows.
- Process sales orders, prepare quotations, and issue invoices.
- Coordinate with store staff, suppliers, and logistics to resolve issues.
Required Skills
- Minimum 2 years of admin or business support experience
- Proficient in MS Excel and ERP/POS systems
- Good communication in English and Bahasa Malaysia
- Strong attention to detail and time management
Job Details
Responsibilities
Office & Admin Operations
- Maintain accurate administrative records including purchase orders, quotations and supplier documents.
- Manage filing, scanning and document flows so colleagues can find what they need fast.
- Handle general office tasks such as mail, supplies and basic facilities coordination to keep the workplace functional.
Order & Billing Support
- Process sales orders and confirm stock availability with stores and warehouse teams within agreed timelines.
- Prepare and issue quotations and invoices, ensuring prices and discounts match approvals.
- Track payment status and assist finance with reconciliations to reduce outstanding receivables.
- Update order status in the system and follow up on exceptions until resolved.
Stakeholder Coordination
- Communicate clearly with store staff, suppliers and logistics to resolve order or delivery issues.
- Support purchase and returns processing, coordinating approvals and documentation across teams.
- Provide administrative support to ad hoc projects and store rollouts, helping with scheduling and logistics.
Qualifications & Experience
- Minimum 2 years of relevant admin or business support experience, preferably in retail or FMCG environments.
- Diploma or equivalent in Business Administration, Commerce or a related field is preferred.
- Comfortable working in a small team and handling multiple tasks in a typical retail office rhythm.
Hard Skills & Knowledge
- Proven skills in Administrative Functions and Business Administration, with hands-on System Administration experience.
- Experience with Order Fulfillment Management, preparing Quotations and issuing Invoicing accurately.
- Proficient in MS Excel and familiar with ERP or POS systems used for inventory and billing.
- Basic understanding of purchase-to-pay and receivable workflows to help finance close monthly tasks.
Soft Skills & Qualities
- Communicate clearly in English and Bahasa Malaysia, both written and spoken, when needed for coordination.
- Show strong attention to detail and good time management to meet deadlines consistently.
- Be solution-minded and calm under pressure, keeping customers and colleagues informed.
- Work well as part of a team, offer practical help and follow through on commitments.