ADMIN ASSISTANT (MALAYSIA)

Dxn2u; Malaysia; On-site; MYR 27,000 - 47,000; Full time

Job summary

Amazing Discovery Sdn. Bhd. is seeking an organized Administrative & Purchasing Support professional in Malaysia to manage ERP transactions, issue PRs/PRNs, liaise with suppliers and ensure proper documentation for tourism and operations projects.

You will maintain inventory records, coordinate with HQ, handle daily cash-related tasks, and support finance/purchasing coordination while maintaining filing systems and handling internal inquiries.

Qualifications

• Strong knowledge of purchasing and procurement processes.
• Good office management and documentation handling.
• Fluent communication in English and Bahasa Malaysia.

Responsibilities

• Prepare and issue Normal PRs for purchases not exceeding policy limits.
• Prepare and issue Replacement PRs as required and process GRN closures.
• Prepare and process PRNs for purchases with complete quotations and approvals.
• Liaise with suppliers for quotations, invoices and delivery status.
• Maintain inventory records and coordinate with relevant departments.
• Coordinate with HQ on Finance, Purchasing and related matters.

Skills

Time management

Multitasking

Documentation & record-keeping

Communication (English & BM)

Procurement knowledge

ERP knowledge

Education

High School Diploma or equivalent

Certificate/Diploma/Associate in Business Admin/Office Management/Purchasing/Finance

Tools

ERP systems

PR/PRN/GRN processes

Job description

A. ERP SYSTEM – ALL PROJECTS Prepare and issue Normal Purchase Requisition (PR) in the ERP system for purchases not exceeding RM20, 000.00, subject to company policy and approval requirements. Prepare and issue Replacement PR in the ERP system when required. Process and complete Goods Receipt Note (GRN) closing in the ERP system. Ensure all ERP transactions are accurately entered and properly supported with the required documentation. Follow up on pending ERP transactions and resolve discrepancies with the relevant departments.B. PAYMENT REQUISITION FORM (PRN) Prepare and process Payment Requisition Forms (PRN) for the purchase of goods required for Tourism and Operations projects. Prepare PRN for administrative and project-related requirements. Ensure all PRN submissions are supported by complete quotations, invoices, approvals and other relevant documents. Follow up on pending PRN submissions and payment status when required.C. SUPPLIER & INVOICE MANAGEMENT Liaise with suppliers to obtain quotations, invoices and other required purchasing documents. Follow up with suppliers on outstanding quotations, invoices, delivery status and other purchasing matters. Collect original or physical invoices directly from suppliers when required. Coordinate with suppliers regarding documentation and ensure invoices are submitted to the relevant department for further processing. Maintain proper records of supplier documents and purchasing transactions.D. PURCHASING & PROCUREMENT Arrange and coordinate the purchase of goods required for: i. Market List ii. Daily Tourism operations iii. Daily Operations requirements iv. Working Boats v. Project-related requirements. Ensure goods are purchased according to approved requirements, specifications and procedures. Coordinate with suppliers regarding availability, pricing, delivery and collection of goods. Follow up on urgent or operational purchasing requirements to ensure business continuity.E. INVENTORY MANAGEMENT Conduct and maintain inventory records for goods purchased for Tourism and Operations. Ensure purchased goods are properly received, recorded and stored. Monitor inventory levels and identify replenishment requirements. Maintain proper supporting documents and records for inventory purposes.F. NEW SUPPLIER, IBG PROCESS & COI REGISTRATION Liaise with suppliers to complete the New Supplier Form and IBG Form. Dealing with supplier to fill up the COI form via link https://www.dxn2u.com/coi/index.php as well for our keeping record. Follow up with suppliers for incomplete or missing information. Ensure supplier documentation is properly compiled and submitted to the relevant department for processing. Maintain records of supplier registration and related documentation.G. CPR / RESORT WORLD & RELATED MATTERS Liaise and coordinate with CPR on matters related to Amazing Discovery Sdn. Bhd. Daily Berthing Marina Access -Resort World G-Dex ADiv. MIRU. Ensure relevant documents, requests and information are properly communicated and followed up with the respective parties. Maintain records of CPR-related transactions and correspondence.H. MAINTENANCE Prepare and process Maintenance Forms and Maintenance Reports for Tourism and Operations requirements. Coordinate maintenance requests with the relevant PIC, supplier, contractor or service provider. Follow up on maintenance work progress and completion. Ensure maintenance records and supporting documents are properly maintained.I. CAPEX & OPEX EXPENSE DATA Key in and maintain data relating to Capital Expenditure (CAPEX) and Operating Expenditure (OPEX) incurred for the Langkawi business. Ensure expenses information is accurate and properly recorded. Assist Finance and relevant departments with expense-related information and clarification.J. SALES REPORT & DAILY CASH COLLECTION Assist in collecting Daily Sales Cash from Tourism operations. Assist in arranging the banking-in of daily sales collections. Update the Finance Department regarding sales payments and bank-in status. Ensure relevant receipts, bank-in slips and supporting documents are properly maintained.K. PERSONAL CLAIM Process and coordinate Personal Claims for the Tourism side in accordance with company policies and procedures. Check supporting documents and ensure the claim documentation is complete. Submit claims for the required approval and processing. Follow up on pending or incomplete claims when required.L. HQ / FINANCE & PURCHASING COORDINATION Liaise with HQ regarding Finance, Purchasing and other related matters. Respond to requests from HQ and provide the required information and supporting documents. Follow up on pending Finance and purchasing matters. Coordinate with relevant departments to ensure timely completion of requested actions.M. FUEL CHIT Assist in the preparation, issuance and monitoring of Fuel Chits, particularly for Tourism operations. Coordinate with relevant staff and PIC regarding fuel requirements.N. GENERAL ADMINISTRATION & DOCUMENT CONTROL Develop and maintain an organised and systematic filing and document management system. Perform general administrative and clerical duties. Ensure documents are properly organised, updated and easily retrievable. Maintain both physical and electronic records where required.O. COMMUNICATION & CUSTOMER / INTERNAL ENQUIRIES Respond professionally and promptly to emails, telephone calls and face-to-face enquiries. Communicate with internal departments, suppliers, HQ and other relevant parties. Provide accurate information and follow up on enquiries or requests as required.P. CLERICAL & ADMINISTRATIVE PROCESSES Implement and maintain effective clerical and administrative processes. Assist in preparing reports, correspondence, forms and other administrative documents. Provide administrative support to Tourism and Operations teams. Ensure administrative activities are carried out accurately and within the required timeline.Q. OTHER DUTIES Assist with multitasking duties and ad-hoc assignments as instructed by the Head of Department (HOD) from time to time. Provide support during urgent operational requirements and special projects. Perform any other duties reasonably assigned by the HOD or Management.

Requirements

• Minimum High School Diploma or equivalent qualification.
• Certificate, Diploma or Associate Degree in Business Administration, Office Management, Purchasing, Finance or a related field will be an added advantage.
• Previous working experience in administration, purchasing, procurement or finance support will be an advantage.
• Good knowledge of office management systems, procedures and administrative practices.
• Knowledge and experience in administration and computer applications.
• Good understanding and knowledge of purchasing and procurement processes.
• Basic knowledge of ERP systems, PR, PRN and GRN processes is an advantage.
• Good understanding of supplier coordination and invoice management.
• Excellent time management and organizational skills.
• Ability to multitask, prioritize workload and meet deadlines.
• Strong attention to detail and problem-solving skills.
• Good record-keeping and document management skills.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.
• Ability to work independently and as part of a team.
• Proactive, responsible, organized and able to work in a fast-paced operational environment.

Additional Information

• Country: MALAYSIA
• Department: MANAGEMENT