Administration Manager | Petaling Jaya

About The Company

Our client is a global high‑tech company with their APAC Customer Centre based in Malaysia and international headquarters in USA. They hold over 100 patents, has helped draft more than 10 national/international testing standards, and operates in more than 70 countries with regional labs.

Job Responsibilities

We are looking for a responsible Administration Manager to organise our company's day-to-day operations. The job will be to provide clerical support to our managers and employees and coordinate all daily administrative activities. This is a full-time position to support Malaysia, Southeast Asia and South Asia. The main duties as below:

• Responsive to phone calls, emails, and provide customer service to business partners and external customers, maintain good relationship with customers.
• Provide front desk support coverage as needed for customers and vendors.
• Oversee the smooth operation of the office, including managing office supplies, equipment, and facilities. Maintain a clean and organised office environment and ensure the necessary resources available for efficient functions.
• Prepare and maintain documents, reports, and records. This involves drafting and editing correspondence, memos, as well as organising and archiving files and documents for easy retrieval.
• Plan and coordinate company events, meetings, and conferences such as scheduling meeting times, booking venues, preparing agendas, taking minutes, and ensuring necessary resources are available for successful meetings.
• Serve as a point of contact between executives, staff, Distributors/dealer/reseller/lead finder, and customers. Facilitate effective communication by relaying messages, responding to inquiries, and ensuring timely and accurate dissemination of information.
• Build and maintain positive working relationships with colleagues, Distributors, and customers to ensure smooth coordination and effective communication.
• Process and manage associated with suppliers and customers regarding Purchase Orders processing, invoicing, debit/credit notes, logistics, shipping, payment, quotation, and etc.
• Ensure payment received from customers and payable to suppliers timely, includes records accounts payable and accounts receivable.
• Data entry for all relevant information to ensure traceability of documents. Manage and maintain databases, spreadsheets, and other records containing important organisational information such as updating CRM, inventory, related tracking, generating reports, and analysing data for management decision-making purposes.
• Regular audit to ensure physical inventory of products, spare parts, consumable parts, and tools purchased are available and tallied with stock records.
• Identify and implement process improvements to streamline administrative procedures and enhance efficiency.
• Assist managers and supervisors in implementing policies and procedures.
• Manage, maintain, and supply office equipment, stationeries, and etc.
• Arrange accommodations and flight tickets for teammates.
• Monitor expenditures, scrutinise and process travel expense claims for reimbursement.
• Able to process bookkeeping will be added advantage.
• Perform other related duties as assigned.
  
  

Job Requirements

• Proven experience as an Administrator, Administrative Executive, Coordinator, Supply Chain Management, Procurement, Finance & Accounting, or any relevant role, with minimum 10 years.
• Possess at least a Diploma, Advanced/Higher/Graduate Diploma, or Bachelor Degree/Post-Graduate Diploma/Professional Degree in Business Administration or other related fields. Additional qualification such as Supply Chain Management, or Finance and Accounting are a merit.
• Proficiency in using office productivity software such as Microsoft Office Word and Excel is essential. Familiarity with ERP software and tools, such as Database Management Systems, Customer Relationship Management, and collaboration platforms, will be beneficial.
• Proficient in various administrative tasks include data entry, record-keeping, filing, and scheduling.
• Strong written and oral communication skills in English. The ability to compose clear and professional emails, memos, and other business correspondence. Additionally, effective interpersonal skills and the ability to communicate with individuals at all levels of the organisation.
• Strong organisation and time management skills, attention to detail, and the ability to meet deadlines to ensure efficient workflow and task completion.
• The ability to adapt to changing priorities, work under pressure, and handle unexpected situations. It should be flexible and open to taking on new responsibilities as needed.
• Strong teamwork and collaboration skills to ensure effective communication and coordination.
• Able to handle company sensitive information with discretion and integrity.
• Knowledgeable and adhering to the company policies and procedures.
• Able to handle bookkeeping will be added advantage.
• Problem-solving attitude with an eye for detail.
  
  

Remuneration

• RM 5,000 - RM 7,000
  
  

Consultant In Charge

• Kah Wai Neoh | [email protected] | +6012 233 3162