About PRO-NET
Incorporated on 16th August 2022, a wholly-owned subsidiary of Perusahaan Otomobil Nasional Sdn Bhd. General (or Official) Distributor of smart vehicles in Malaysia & Thailand.
Our mission and vision are to become the leader in new energy ecosystem automotive solutions. Our business scope encompasses the distribution of New Energy Vehicles, provision of EV charging solutions, electronic parts and mobility solutions, finance and insurance services, retailing of accessories and merchandise, monitoring data services for customers as well as the latest technology in EV design and manufacturing.
About The Role
This role supports the HQ New Media Department by ensuring end-to-end administrative compliance across document control, payment processing, and operational data consolidation. The goal is to remove repetitive admin workload from manager-level staff, improve audit readiness, and keep dealer and HQ performance data clean, timely, and easy to read.
Key Responsibilities:
A. Document Management & Signature Workflow
- Maintain a structured digital filing system (standard naming, version control, access rights) for all New Media documents, including approval papers (AP), purchase requirements (PR), memos, contracts/attachments, and campaign records.
- Own signature and approval workflow tracking: prepare document packs, route for sign-off, follow up stakeholders, and keep a live status tracker until completion.
- Ensure every payment request is supported by complete documentation (quotation, invoice, supporting proof, approvals) and is audit-ready at any time.
- Maintain document templates, checklists, and SOPs; propose improvements to reduce cycle time and prevent missing files.
B. Payment & Finance Coordination (Compliance First)
- Collect and validate invoices, delivery evidence, and supporting documents from agencies/vendors; ensure details are correct and aligned with approvals (entity name, tax info, description, dates, amount).
- Obtain agency/vendor quotations on time (e.g., monthly retainer, production, KOL, ads, tools) and keep a quotation library for reference and audits.
- Prepare monthly payment submission packs and coordinate with Finance/Procurement for timely processing; track progress and proactively resolve blockers.
- Maintain a payment calendar and aging tracker to prevent late payments and service disruption.
- Support compliance controls: ensure the process follows company policies and leaves a clear audit trail.
C. Data Collection, Consolidation & Simple Reporting
- Coordinate with dealers and internal stakeholders to collect routine operating data (leads, content output, posting volume, live sessions, ad spend, CPL/CPA, etc.) according to a defined cadence.
- Clean and consolidate datasets (remove duplicates, standardize formats, validate totals) and ensure outputs are clear, readable, and decision-friendly.
- Produce simple weekly/monthly dashboards and summary notes for the team (e.g., top dealers, gaps, anomalies, trends).
- Maintain a central tracker for dealer submissions and follow up late or missing data politely but firmly.
- Continuously improve the data collection template so it becomes easier for dealers to submit and easier for HQ to read.
D. General Operations Support
- Coordinate meeting notes, action item tracking, and follow-ups when required.
- Support ad-hoc operational tasks during launches/campaign peaks (e.g., compiling reports, preparing packs, consolidating feedback).
Requirements
- Strong attention to detail and compliance mindset; comfortable working with audit-sensitive documentation.
- Data handling: strong Excel/Google Sheets skills (cleaning, basic formulas, pivot tables preferred); able to turn messy data into clear summaries.
- Communication: confident to follow up dealers and internal stakeholders, manage deadlines, and escalate appropriately.
- Highly organized, proactive, and able to manage multiple tasks with minimal supervision.
Kindly be informed that only shortlisted candidates will be notified.
