ADMIN ASSISTANT

Responsibilities

A. ERP SYSTEM - ALL PROJECTS
. Prepare and issue Normal Purchase Requisition (PR) in the ERP system for purchases not exceeding RM20, 000.00, subject to company policy and approval requirements.
. Prepare and issue Replacement PR in the ERP system when required.
. Process and complete Goods Receipt Note (GRN) closing in the ERP system.
. Ensure all ERP transactions are accurately entered and properly supported with the required documentation.
. Follow up on pending ERP transactions and resolve discrepancies with the relevant departments.

B. PAYMENT REQUISITION FORM (PRN)
. Prepare and process Payment Requisition Forms (PRN) for the purchase of goods required for Tourism and Operations projects.
. Prepare PRN for administrative and project-related requirements.
. Ensure all PRN submissions are supported by complete quotations, invoices, approvals and other relevant documents.
. Follow up on pending PRN submissions and payment status when required.

C. SUPPLIER & INVOICE MANAGEMENT
. Liaise with suppliers to obtain quotations, invoices and other required purchasing documents.
. Follow up with suppliers on outstanding quotations, invoices, delivery status and other purchasing matters.
. Collect original or physical invoices directly from suppliers when required.
. Coordinate with suppliers regarding documentation and ensure invoices are submitted to the relevant department for further processing.
. Maintain proper records of supplier documents and purchasing transactions.

D. PURCHASING & PROCUREMENT
. Arrange and coordinate the purchase of goods required for:
i. Market List
ii. Daily Tourism operations
iii. Daily Operations requirements
iv. Working Boats
v. Project-related requirements
. Ensure goods are purchased according to approved requirements, specifications and procedures.
. Coordinate with suppliers regarding availability, pricing, delivery and collection of goods.
. Follow up on urgent or operational purchasing requirements to ensure business continuity.

E. INVENTORY MANAGEMENT
. Conduct and maintain inventory records for goods purchased for Tourism and Operations.
. Ensure purchased goods are properly received, recorded and stored.
. Monitor inventory levels and identify replenishment requirements.
. Maintain proper supporting documents and records for inventory purposes.

F. NEW SUPPLIER, IBG PROCESS & COI REGISTRATION
. Liaise with suppliers to complete the New Supplier Form and IBG Form.
. Dealing with supplier to fill up the COI form via link https://www.dxn2u.com/coi/index.php as well for our keeping record.
. Follow up with suppliers for incomplete or missing information.
. Ensure supplier documentation is properly compiled and submitted to the relevant department for processing.
. Maintain records of supplier registration and related documentation.

G. CPR / RESORT WORLD & RELATED MATTERS
. Liaise and coordinate with CPR on matters related to Amazing Discovery Sdn. Bhd.
i. Daily Berthing
ii. Marina Access -Resort World
iii. G-Dex AD
iv. MIRU
. Ensure relevant documents, requests and information are properly communicated and followed up with the respective parties.
. Maintain records of CPR-related transactions and correspondence.

H. MAINTENANCE
. Prepare and process Maintenance Forms and Maintenance Reports for Tourism and Operations requirements.
. Coordinate maintenance requests with the relevant PIC, supplier, contractor or service provider.
. Follow up on maintenance work progress and completion.
. Ensure maintenance records and supporting documents are properly maintained.

I. CAPEX & OPEX EXPENSE DATA
. Key in and maintain data relating to Capital Expenditure (CAPEX) and Operating Expenditure (OPEX) incurred for the Langkawi business.
. Ensure expenses information is accurate and properly recorded.
. Assist Finance and relevant departments with expense-related information and clarification.

J. SALES REPORT & DAILY CASH COLLECTION
. Assist in collecting Daily Sales Cash from Tourism operations.
. Assist in arranging the banking-in of daily sales collections.
. Update the Finance Department regarding sales payments and bank-in status.
. Ensure relevant receipts, bank-in slips and supporting documents are properly maintained.

K. PERSONAL CLAIM
. Process and coordinate Personal Claims for the Tourism side in accordance with company policies and procedures.
. Check supporting documents and ensure the claim documentation is complete.
. Submit claims for the required approval and processing.
. Follow up on pending or incomplete claims when required.

L. HQ / FINANCE & PURCHASING COORDINATION
. Liaise with HQ regarding Finance, Purchasing and other related matters.
. Respond to requests from HQ and provide the required information and supporting documents.
. Follow up on pending Finance and purchasing matters.
. Coordinate with relevant departments to ensure timely completion of requested actions.

M. FUEL CHIT
. Assist in the preparation, issuance and monitoring of Fuel Chits, particularly for Tourism operations.
. Coordinate with relevant staff and PIC regarding fuel requirements.

N. GENERAL ADMINISTRATION & DOCUMENT CONTROL
. Develop and maintain an organised and systematic filing and document management system.
. Perform general administrative and clerical duties
. Ensure documents are properly organised, updated and easily retrievable.
. Maintain both physical and electronic records where required.

O. COMMUNICATION & CUSTOMER / INTERNAL ENQUIRIES
. Respond professionally and promptly to emails, telephone calls and face-to-face enquiries.
. Communicate with internal departments, suppliers, HQ and other relevant parties.
. Provide accurate information and follow up on enquiries or requests as required.

P. CLERICAL & ADMINISTRATIVE PROCESSES
. Implement and maintain effective clerical and administrative processes.
. Assist in preparing reports, correspondence, forms and other administrative documents.
. Provide administrative support to Tourism and Operations teams.
. Ensure administrative activities are carried out accurately and within the required timeline.

Q. OTHER DUTIES
. Assist with multitasking duties and ad-hoc assignments as instructed by the Head of Department (HOD) from time to time.
. Provide support during urgent operational requirements and special projects.
. Perform any other duties reasonably assigned by the HOD or Management.

Requirements

. Minimum High School Diploma or equivalent qualification.
. Certificate, Diploma or Associate Degree in Business Administration, Office Management, Purchasing, Finance or a related field will be an added advantage.
. Previous working experience in administration, purchasing, procurement or finance support will be an advantage.
. Good knowledge of office management systems, procedures and administrative practices.
. Knowledge and experience in administration and computer applications.
. Good understanding and knowledge of purchasing and procurement processes.
. Basic knowledge of ERP systems, PR, PRN and GRN processes is an advantage.
. Good understanding of supplier coordination and invoice management.
. Excellent time management and organizational skills.
. Ability to multitask, prioritize workload and meet deadlines.
. Strong attention to detail and problem-solving skills.
. Good record-keeping and document management skills.
. Excellent written and verbal communication skills in English and Bahasa Malaysia.
. Ability to work independently and as part of a team.
. Proactive, responsible, organized and able to work in a fast-paced operational environment.