Admin Assistant

Gucini Sdn Bhd; Kuching; On-site; MYR 27,000 - 38,000; Full time

Job summary

Gucini Sdn Bhd seeks a capable Administrative Assistant to support daily office operations. You will handle filing, correspondence, and data entry while coordinating with Sales, Purchasing, and Accounts teams.

Proficiency in Microsoft Office and attention to detail are essential, with a Diploma or Degree in Business Administration preferred. Malaysian-based applicants welcome to apply.

Qualifications

• Diploma or degree in business administration or related field.
• Proficient with Microsoft Office applications (Excel, Word, Outlook).
• Strong data entry, numerical accuracy and organizational skills.

Responsibilities

• Handle day-to-day administrative duties and office support.
• Prepare, organize, file and maintain company documents and records.
• Manage emails, letters and communications and coordinate with departments.

Skills

Microsoft Excel

Microsoft Word

Data entry

Communication

Education

Business Administration Diploma

Tools

Microsoft Office

Accounting software

Job description

Perform day-to-day administrative duties and provide general office support.

Prepare, organize, file and maintain company documents, records and correspondence.

Handle incoming and outgoing emails, letters, documents and other communications.

Manage office supplies and monitor inventory of stationery and other office requirements.

Arrange meetings, appointments and other administrative matters when required.

Assist in maintaining proper filing systems, both physical and electronic.

Assist the Sales Department with preparation and processing of quotations, delivery orders (DO), sales invoices and related documents.

Assist in updating and maintaining customer records and sales-related information.

Follow up on sales documents and ensure proper filing and record keeping.

Assist in responding to customer enquiries and coordinate with the relevant departments when required.

3. Purchase Administration

Assist the Purchasing Department with preparation and processing of Purchase Orders (PO).

Assist in placing orders with suppliers and following up on order status and delivery schedules.

Maintain proper records of suppliers, purchase orders, invoices and related documents.

Assist in checking documents received from suppliers and forward them to the relevant department for further processing.

4. Accounts & Documentation Support

Assist the Accounts Department in organizing invoices, receipts, payment documents and other accounting records.

Assist in preparing documents required for payment, claims and other administrative purposes.

Ensure documents are complete, properly authorized and filed accordingly.

Assist with data entry and updating of company records in the accounting or administrative system.

5. Office & General Support

Monitor office equipment, facilities and general office requirements.

Coordinate with service providers, suppliers and contractors for routine office matters when required.

Assist with company events, staff activities and other administrative arrangements.

Ensure the office is properly organized and administrative procedures are followed.

6. Record Keeping & Data Entry

Perform accurate data entry into Microsoft Excel, Word, accounting software or other company systems.

Maintain updated records of customers, suppliers, purchases, sales and other administrative information.

Prepare basic reports, summaries and schedules as requested by management.

Ensure confidentiality and proper handling of company and customer information.

7. Other Duties

Provide administrative assistance to management and other departments as required.

Carry out other duties and responsibilities assigned by the superior or management from time to time.

Support the Company in ensuring smooth and efficient day-to-day operations.

REQUIREMENTS

Minimum Diploma, Certificate or Degree in Business Administration, or a related field.

Computer literacy and proficient in Microsoft Office applications, particularly Microsoft Excel and Microsoft Word.

Fluent in both spoken and written Mandarinas the position requires communication and dealing with suppliers from China.

Good communication, interpersonal and organizational skills.

Detail-oriented, responsible and able to work accurately with numbers and documentation.

Able to work independently as well as coordinate effectively with the Sales, Purchasing, Warehouse and Accounts teams.

Prior experience in sales administration, purchasing or accountingwill be an added advantage.