The role
To plan and build the most efficient administrative procedures for our company and supervise daily support operations. To build the foundations of a complete range of administrative duties in different departments. To ensure that all admin support activities are carried on efficiently and effectively to allow the other operations to function properly.
Key accountabilities
Plan, coordinate and manage all administrative procedures and system
- Create sales order, purchase order, delivery order, invoice, credit note, etc. in the system
- Ensure system is always up-to-date with orders / invoices
- Monitor and coordinate orders with suppliers for order status
- Monitor incoming and outgoing shipments
- Arrange with transporter/forwarder for local delivery/overseas shipment
- Ensure all shipments are accomplished on schedule
- Check discrepancy on supplier shipment and invoice
- Handle contracts and ensure that all are properly filed
- Update Airtable as needed
- Support the logistical aspect of business:
- Manage inventory stock – GRPO, DO,RMA etc.
- Get involved in stock take when the need arises
- Identify process bottlenecks & offer solutions for continuous improvement
- Provide coaching and guidance to ensure maximum efficiency, if there is a team
- Ensure that schedule and deadlines are met
- Oversee facilities services and maintenance, ensuring smooth office operations
- Purchase new material as needed
- Organize and supervise other office activities
- Adhere to policies and regulations
- Keep abreast with all organizational changes and business developments
- Ensure the smooth and adequate flow of information within the company
- Prepare / arrange maintenance and leasing contracts Any other ad-hoc duties assigned by superior
Skills & experience
Minimum Diploma in Accounting / Business Admin or equivalent
- Experience in ERP accounting systems, prior experience in SAP B1 accounting system will be advantageous Experience in orders processing and month end order / billing closing is preferred
- Familiar with accounting systems flow and administrative work
- Time-management abilities, fast learner, meticulous, detail-oriented and able to work independently
- Good interpersonal skills, accountable, initiative and willingness to learn
- Good team player with positive working attitude Able to work in a fast-paced environment
Job Reference: EGPL01331
