Account & Admin Clerk

FILPAL (M) SDN BHD; Bayan Lepas; On-site; MYR 36,000 - 60,000; Full time

Job summary

FILPAL (M) SDN BHD is seeking an Account & Admin Clerk to support administrative functions across the group. The role involves managing financial records, handling correspondence, and maintaining office operations in a fast-paced environment.

The ideal candidate is organized, detail-oriented, and capable of multitasking. Responsibilities include scheduling meetings, processing documentation, and coordinating travel and payments for staff and visitors.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or a related field preferred.

Responsibilities

• Welcome and assist visitors with professionalism and courtesy.
• Answer and direct incoming calls and inquiries to appropriate contacts across the group.
• Handle incoming and outgoing mail and deliveries across the group.
• Draft correspondence, memos, reports and presentations.
• Maintain filing and storage systems, both physical and electronic across the group.
• Monitor and replenish office supplies and equipment.
• Coordinate and monitor office maintenance and servicing to uphold a conducive working environment.
• Schedule and coordinate physical and virtual meetings, including Zoom.
• Assist with travel arrangements and accommodations for staff and visitors.
• Generate and process purchase orders, invoices, and payment vouchers.

Skills

Office administration

Organizational skills

Communication

Education

Bachelor's degree in Business Administration or related field

Tools

Zoom

Job description

JOB OVERVIEW

The Account & Admin Clerk plays a vital role in providing administrative support to ensure the efficient operation across the company and its group of companies and affiliated entities (the “Group”). This position involves a variety of tasks, including maintaining accurate and up-to-date financial records, handling incoming calls, managing correspondence, maintaining office supplies, and assisting with general office operations within the Group. The ideal candidate will be organized, detail-oriented, and able to multitask effectively in a fast-paced environment within the Group.

KEY RESPONSIBILITIES

1. Office Administration:
   • Welcome and assist visitors with professionalism and courtesy.
   • Answer and direct incoming calls and inquiries to appropriate contacts across the company and its group of companies.
   • Handle incoming and outgoing mail and deliveries efficiently across the company and its group of companies.
   • Perform various word processing tasks, including drafting correspondence, memos, reports and presentations.
   • Maintain office filing and storage systems, both physical and electronic across the company and its group of companies.
   • Monitor and replenish office supplies and equipment.
   • Follow up with clients, visitors, and vendors via email or phone as needed.
   • Coordinate and monitor office maintenance and servicing to uphold a conducive working environment.
2. Administrative Support:
   • Schedule and coordinate physical and virtual meetings, appointments and events.
   • Arrange logistics for meetings, including room setup, Zoom meeting, calendar invitation, catering, and audiovisual equipment.
   • Support government applications and handle related documentation.
   • Assist with travel arrangements and accommodations for staff and visitors.
3. Documentation and Correspondence:
   • Assist with the filing and e-filing of expenses bills, purchases bills, claim forms, payment proof and other forms.
   • Generate and process Purchase Order, Quotation, Invoice, Delivery Order, Official Receipts and Payment Vouchers.
   • Check schedule for payment due and send payment proof to respective service provider.
   • Maintain accurate records and databases, ensuring data integrity and confidentiality.
   • Create and maintain spreadsheets and presentations as required.
   • Understand and identify the expenses with correct Expenses Type to prepare claim forms by compiling payment voucher, softcopy and hardcopy invoices and receipts.
   • Send claim forms and payment proof to the claim person to ensure the amount is correct.
   • Obtain invoices through various subscription portals for expenses record-keeping.
   • Collaborate with the Company Accountant to address expenses queries and ensure accurate record-keeping.
   • Support external provider assessment processes with necessary documentation.
4. Communication and Coordination:
   • Foster effective communication within the team to facilitate smooth workflow and coordination.
   • Handle inquiries and requests from internal and external parties promptly and professionally.
5. Problem Solving and Initiative:
   • Proactively identify and address administrative challenges, proposing process improvements as needed.
   • Take initiative to complete tasks and follow up on outstanding items.

QUALIFICATIONS

• Bachelor's degree in Business Administration, Office Administration, or a related field preferred.