Administrative - Operation Specialist (SAP & FMCG/ Pharma)

Job Title: Operations Specialist Industry: Pharmaceutical Location: Jalan SS 21/58, Damansara Uptown, 47400 Petaling Jaya Working time: Mon-Fri (8:30AM-5:30PM) / (9AM-6PM) Working Duration: 12 Months contract with PERSOLKELLY. Salary: Salary RM8,000 – RM9,000 (based on qualification & education), statutory contribution & leave entitlement. **virtual interview JOB PURPOSE: We are looking for a highly organized and experienced Operations Specialist to join our team. This role is pivotal in ensuring operational efficiency by handling a variety of administrative, vendor management, and coordination tasks. The ideal candidate will possess strong attention to detail, excellent communication skills, and the ability to manage multiple responsibilities effectively. QUALIFICATIONS: • University degree in Business Administrative or any relevant field • 5 years and above work experience as Admin specialist or related field • Proficient in vendor management systems • Advanced MS Office Suite (Excel, Word, Powerpoint) • Primarily supporting administrative and operational activities. • Effective communication and interpersonal skills. RESPONSIBILITIES: Administrative Support: • Manage office supplies and inventory. • File documents systematically and assist in preparing reports and presentations. Calendar & Meeting Coordination: • Schedule meetings, appointments, and travel arrangements. • Prepare and distribute meeting agendas and record minutes. Data Management: • Maintain accurate records, databases, and spreadsheets. • Ensure data integrity and confidentiality. Invoice & Expense Tracking: • Process invoices, expense claims, and monitor budgets. • Ensure compliance with company policies and timely payments. Vendor Management: • Manage relationships with approximately 55 vendors. • Raise purchase orders and track payment statuses. • Follow up on pending invoices (MYSG) exceeding 180 days. • Liaise with the HYD team for clarifications. • Oversee vendor onboarding through ARIBA. Specialized Onboarding Tasks: • Facilitate HCP onboarding (MDG). • Oversee hospital/association onboarding (MDG). Other Administrative Activities: • Process utility bills as non-PO items. • Manage honorarium payments and reimbursement claims for MYSG. • Handle new TNG card applications, auto-reload payments, and statement distribution. Communication & Liaison: • Act as a point of contact for internal and external communications. • Collaborate with various departments to meet administrative needs. Human Resources Support: • Assist with employee communication and events, including recognition programs and onboarding activities. Event Planning: • Plan and coordinate internal and external events. Backup Support: • Provide support for Tender Admin processes when needed. Serious applicants can send your updated resume to [email protected] - Subject: Job application for Operations Specialist - Preferred immediate joiner Only qualified candidates will be contacted to proceed with application. We thank you for your application .