Admin Assistant

GB GOLD SDN. BHD.; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A gold trading company in Malaysia is seeking an Admin Assistant to efficiently process daily orders and support the sales team. The successful candidate should be proactive, organized, and capable of handling multiple tasks. Key responsibilities include order processing, customer service support, and inventory management. Candidates with a diploma in business administration and at least 2 years of experience are preferred. Proficiency in MS Office and fluency in English and Bahasa Malaysia are essential.

Benefits

Annual Leave

Performance Bonus

KWSP

SOCSO

EIS

Qualifications

• Minimum 2 years of working experience in a related field.
• Fluent in English and Bahasa Malaysia.
• Computer literate and proficient in MS Office.

Responsibilities

• Process daily orders accurately and timely.
• Assist the sales team by preparing sales reports.
• Coordinate packaging and shipping of gold orders.

Skills

Communication Skills

Coordination Skills

Organizational Skills

Initiative

Problem-Solving

Education

Diploma or Bachelor's degree in Business Administration

Tools

MS Office

SQL Accounting Software

Job description

Overview

We are looking for a Admin Assistant to join our team. The Admin Assistant will be responsible for accurately processing daily orders and ensuring daily orders are processed timely and accurately.

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Job Responsibilities

• Assist with other ad-hoc tasks as and when required by the management.

• Hardworking, responsible, willing to learn, able to handle multiple tasks and work with minimum supervision.

• Willing to learn and take over when a superior assigns a new task to the in-charge.

• Good working attitude, positive, and a dependable team player.

Order Processing and Invoicing

• Assist in processing customer orders, ensuring accuracy in product details, pricing, and shipping information.

• Generate and send invoices, receipts, and order confirmations to clients.

• Processing Customer Invoice & Delivery Order detailed & accurately.

Inventory Management

• Maintain accurate stock levels of gold items.

• Track and update inventory records, and coordinate with suppliers for timely restocking.

Customer Service Support

• Provide support to the customer service team by handling inquiries, resolving issues, and ensuring timely responses to customer queries.

• Maintain a professional and helpful demeanor when communicating with customers.

Vendor Communication

• Communicate with gold suppliers and manufacturers to facilitate smooth procurement processes.

• Assist in negotiating prices, placing orders, and coordinating deliveries.

Documentation and Record-keeping

• Maintain organized records of product catalogs, supplier agreements, and other relevant documentation.

• Ensure that all paperwork is accurate and up-to-date.

• Maintain a proper and efficient filing system for all our documents according to company procedures.

Sales Support

• Collaborate with the sales team to provide administrative support, such as preparing sales reports, tracking performance metrics, and updating customer databases.

• Assist in the creation of sales presentations and promotional materials.

Quality Control Assistance

• Work with the quality control team to ensure that gold items meet established standards.

• Assist in documenting and addressing any quality issues with suppliers.

Packaging and Shipping Coordination

• Coordinate the packaging and shipping of gold orders, ensuring they are dispatched in a timely and secure manner.

• Monitor shipping logistics and update customers on the status of their orders.

Appointment Scheduling

• Schedule appointments for clients interested in viewing or purchasing gold items.

• Coordinate with the sales team to ensure availability and smooth customer interactions.

Data Entry and System Maintenance

• Input and update data in the company's CRM system and other databases.

• Ensure the accuracy and completeness of information to support decision-making processes.

Accounting Support with SQL

• Assist basic accounting tasks related to daily sales and transactions.

• Support reconciliation of orders and payments using SQL accounting system.

• Ensure all related data is accurate and up to date.

• Help generate simple financial reports as needed.

• Coordinate with the accounts department when required.

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Job Requirements

• Diploma or bachelor’s degree in business administration or equivalent.

• Minimum 2 years of working experience in a related field.

• Good communication and coordination skills.

• Has good initiative, follow-up skills, is well-organized and able to work independently in a fast-paced environment.

• Fluent in English and Bahasa Malaysia, preferably.

• Computer literate and proficient in MS Office.

• Experience/knowledge in software such as Accpac, UBS, SQL is an added advantage.

• Able to start work immediately.

• Fresh graduates are encouraged to apply.

• On-the-job training will be provided.

Staff Benefits: Annual Leave, Performance Bonus, KWSP, SOCSO & EIS included.

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