Job title: Marketing Admin Assistant
Industry: FMCG
Employment duration: Contract until End of February 2027
Working schedule: Mon-Fri, 9AM to 6PM
Working Location: Bandar Utama (Accessible via public transport)
Salary: Up to RM 5000 / month
Benefits: Statutory contribution + leave entitlement + medical insurance
Job Description Overview
To provide comprehensive administrative and coordination support to the Beverage team, ensuring smooth execution of processes.
Key Responsibilities
1. Financial & Procurement Support
- Coordinate with GBS to ensure timely completion of invoice processing and POE (Proof of Execution) submissions.
- Follow up with GBS on PRs/POs status to ensure timely payment.
- Manage 50% upfront payment processes including form completion, stakeholder approval and tracking through to Cork cash desk/AP payable.
2. Execution & Vendor Management
- Verify agency job completion and reconcile against invoices and proof of execution.
- Coordinate vendor registration, prepare required documentation and assist with compliance.
- Arrange and support agency briefing sessions, pitches and quotation compilation for decision making.
3. Product & Sample Coordination
- Assist in packing and shipping of physical documents or product samples.
- Send bottles for stability testing and manage prototype sample submissions to vendors or labs.
- Support planning and logistics for internal events, product sampling, or trade activation campaigns.
- Coordinate with bottlers or vendors for delivery schedules, venue setup, and product display needs.
4. Documentation & Compliance
- Support consolidation of claim forms, receipts and other audit-relevant documentation.
- Prepare and submit memos (ie. Skelta, MFAR) and upload supporting materials to internal systems (ie. LawPep).
- Track approvals and follow up with stakeholders in line with the SOA.
- Assist in Regulatory and Halal compliance checks for new products and innovations.
- Review product labels against PLS to ensure accuracy.
5. Digital File Management
- Organize and archive key brand assets (ie. packshots, creative files, campaign videos) in shared folders.
- Help maintain brand guidelines folder and update when required.
6. Internal & External Liaison
- Coordinate with Etika and other partners for volume forecasts, invoices and reporting deadlines.
- Track and update on AFH subsidy spend and invoice status.
- Facilitate training sessions (ie. anti-bribery, marketing compliance, trademark guidelines).
7. Reporting & Information Gathering
- Assist with monthly ABG performance letters including gathering market intelligence and competitor activity.
- Work with GBS to collect and organize packshot working files for all brand portfolios.
Requirements
- Diploma or Degree in Business Administration, Marketing or related field.
- 2+ years experience in administrative, marketing operations or commercial support roles.
- Added Advantage to candidate with knowledge and experience in using SAP for Procure2Pay (P2P)
- Strong attention to detail, ability to manage multiple tasks and stakeholders.
- Good communication and coordination skills.
