ADMIN EXECUTIVE

Quasi-S; Bandar Baru Bangi; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading laboratory firm is seeking an Administrative and Operations Support professional in Bandar Baru Bangi. The successful candidate will oversee Lab Purchase Orders, manage sales orders, and respond to customer inquiries. A Diploma/Degree in Business Administration is required, along with 1-3 years of relevant experience. The role demands strong organizational and communication skills to operate efficiently in a fast-paced environment, ensuring smooth operational workflows.

Qualifications

• Minimum 1–3 years of working experience in administrative or operations support.
• Experience in handling procurement and customer service.
• Knowledge of basic accounting or finance processes.

Responsibilities

• Oversee the end-to-end management of all Lab Purchase Orders.
• Manage sales orders, quotations, purchase orders, invoices, and delivery arrangements.
• Respond to customer inquiries promptly and ensure timely follow-ups.

Skills

Strong organizational skills

Proficient in Microsoft Office

Good communication skills

Detail-oriented

Ability to multitask

Education

Diploma/Degree in Business Administration or related field

Job description

Responsibilities

• Oversee the end‑to‑end management of all Lab Purchase Orders (PO), including accurate reporting and timely invoicing. Responsibilities include issuing invoices to customers via email, uploading required documents to customer portals, and dispatching original invoices in accordance with company procedures.
• Manage sales orders, quotations, purchase orders (POs), invoices, and delivery arrangements in an accurate, timely, and efficient manner to support smooth operational workflow.
• Respond to customer inquiries promptly and ensure timely follow‑ups and monitoring of requests.
• Record and track all customer inquiries received via phone calls, emails, and walk‑ins in a timely manner, and generate a monthly report for monitoring and tracking purposes.
• Timely update and monitor the company integration report, lab progress report for effective tracking.
• Monitor and manage consumables stock levels to ensure timely replenishment for labs.
• Conduct annual stock take for all lab items, including those stored in the warehouse, and submit the consolidated report to HQ in a timely manner.
• Maintain and update customer records in the system accurately.
• Coordinate closely with the finance team and follow up with clients on outstanding payments to ensure timely settlement and accurate account reconciliation.
• Oversee office supplies, maintenance, and general office administration, basic IT matters and operations.
• Purchase office suppliers, consumables, pantry items and other office daily use items.
• Ensure timely arrangement of daily deliveries and coordinate courier services as required.
• Manage and monitor company‑allocated petty cash, ensuring timely submission of claims and maintaining sufficient cash availability at all times for urgent purchases.
• Maintain and organize company files, contracts, and reports for easy access and reference.
• Schedule meetings, record minutes, and follow up on action items when required.
• Liaise with external vendors, suppliers, and service providers for office and business needs.
• Actively participate in ISO 9001 & ISO 17025 documentation and internal audits to ensure compliance.
• Assist in maintaining a clean, organized, and professional office environment.
• Perform ad‑hoc tasks as assigned by superiors and management.

Qualifications and Experience

• Diploma/Degree in Business Administration or related field.
• Minimum 1–3 years of working experience in administrative or operations support.
• Strong organizational skills and ability to multitask in a fast‑paced environment.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and basic IT knowledge.
• Good communication skills, both written and verbal.
• Detail‑oriented, responsible, and able to work independently with minimal supervision.
• Ability to maintain confidentiality at all times.
• Experience in handling procurement and customer service.
• Knowledge of basic accounting or finance processes.
• Ability to work under pressure and manage tight deadlines.