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RESPONSIBILITIES:
Purchase Requisitions & Purchase Orders
1.Responsible for all the administration of purchase requisitions and purchase orders based on the approval metrics, and this shall include but not limited to:
a. Prepare purchase requisitions and purchase orders and submit to the immediate superior for verification prior to Manager, Human Resource & Administration approval. Verify all the related administration invoices, including utility bills, courier service bills, etc., on a monthly basis.
b. Prepare a price comparison for all purchases related to non-trade items, and this shall include but not limited to:
- PPE items (safety shoes, safety jackets, etc.)
- Grocery items
- Toiletries items
- Stationary
- Corporate gifts
- Company T-shirt
- Festive hampers for Chinese New Year, Hari Raya, and Deepavali celebrations
- Others purchase
c. Compile and prepare the PO Master Listing on a monthly basis to ensure all information is accurate.
d. Maintain and update the asset listing for account verification.
e. Perform physical asset tagging and verification of all company assets in accordance with the accounts schedule.
f. Lead the annual supplier assessment exercise and propose to the Manager for new appointed suppliers or vendors, if any. Also, you will be responsible for handling the vendor’s Code of Ethic and Anti-Bribery & Anti-Corruption declarations, as and when the need arising.
g. Verify and submit all Administration’s invoices, including but not limited to the following, for Accounts to settle payments before due dates:
- All invoices as stipulated in clause 1 (b).
- All utility bills, courier service, Maxis bills, etc.
Also, you will be responsible for handling all the administration tasks highlighted in items 1 (a)-(h).
Inventory Record for non-trade items
2.Responsible for maintaining, updating, and keeping track of all stock inventory for the non-trade items, including but not limited to:
- PPE items (safety shoes, safety jackets, etc.)
- Grocery items
- Toiletries items
- Stationary
- Corporate gifts,
- Company T-shirt, etc
Company Licenses
3.Responsible for handling all the following company licenses, including but not limited to:
Company’s business licenses such as MBSJ, CIDB, Diesel permit, etc.
CIDB levy application for Sales & Marketing, etc.
SEDA
FMM, MEF, MECA, etc
Maxis lines
Arrange payment for company Assessment Tax such as Cukai Pintu/Cukai Taksiran, etc.
Other ad-hoc tasks assigned by the Manager, Human Resource & Administration.
Office Seating Arrangements
Responsible in handling all related staff’s workstation arrangements.
4.Assist the Administration Division on the following job tasks, including but not limited to:
a. Assist in handling all the related administrative tasks and the reception counter in the absence of the administration staff and receptionist.
b. Assist in handling pick-up, delivery of documents, etc. in the absence of Despatch or other administration staff as and when the need arises.
c. Assist and coordinate with the respective departments on all the meal arrangements for the company’s events and meetings in the absence of the person-in-charge.
d. Assist to organize all Friday Sessions/activities as and when need arising.
5.The above job description is by no mean exhaustive. Additional responsibilities may be given to you as and when it is deemed necessary.
EXPERIENCE / SKILLS REQUIRED:
1.Possess a least a Diploma or Bachelor’s Degree in Business Administration, Management, etc or equivalent.
2.Minimum 3 – 5 years working experience in related field.
3.Good communication skill and able to write and converse in English and Bahasa Melayu.
4.Computer literate and possess good administration, analytical and negotiation skills.
5.Able to work independently and under pressure to meet tight deadline.
6.Team player and resourceful with excellent interpersonal skills.
