Admin Executive (Commercial & Procurement)

CEEC JSPDI (MALAYSIA) SDN. BHD.; Kuala Lumpur; In loco; MYR 45.000 - 73.000; Tempo pieno

Descrizione del lavoro

CEEC JSPDI (MALAYSIA) SDN. BHD. is seeking an Admin Executive (Commercial & Procurement) to provide administrative and commercial support across contract documentation, procurement coordination, invoice administration and financial record management.

The role involves coordinating with internal departments, suppliers, subcontractors and clients to ensure smooth commercial and administrative operations, while maintaining filing systems and processing payments and invoices in a timely manner.

Competenze

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management or a related field.
• Minimum 2–3 years of relevant experience in administration, procurement, commercial coordination or invoice management.
• Good command of English and Bahasa Malaysia.

Mansioni

• Manage, organise and maintain commercial documents, including contracts, POs, invoices and related correspondence.
• Coordinate procurement activities based on project requirements and liaise with suppliers and project teams.
• Prepare quotation comparisons and purchase orders, and ensure internal approvals are obtained.
• Prepare and issue sales invoices and maintain accurate records of invoices, payments and outstanding balances.
• Provide general administrative and commercial support to the department and project teams.

Conoscenze

Mandarin fluency

English communication

Bahasa Malaysia proficiency

Formazione

Business Admin / SCM degree

Strumenti

Microsoft Excel

Word

Outlook

Descrizione del lavoro

Admin Executive (Commercial & Procurement)

The Admin Executive will provide administrative and commercial support in contract documentation, procurement coordination, invoice administration and financial record management. The role requires strong organisational skills, attention to detail and the ability to coordinate effectively with internal departments, suppliers, subcontractors and clients to ensure smooth commercial and administrative operations.

Key Responsibilities

A. Contract & Commercial Document Management

Manage, organise and maintain commercial documents, including contracts, supplementary agreements, Purchase Orders (POs), guarantees, invoices and related correspondence.

Establish and maintain systematic digital and physical filing systems to ensure all documents are properly classified, recorded and easily retrievable.

Maintain and update contract, invoice and payment tracking records to ensure accurate documentation and traceability.

Monitor important contract milestones, including delivery schedules, payment terms, retention money and contract expiry dates.

Follow up on outstanding documents, approvals and contractual requirements to ensure timely completion.

Coordinate procurement activities based on requirements from the project and relevant departments.

Request and obtain quotations from suppliers and vendors.

Prepare quotation comparison tables and analyse pricing, specifications and commercial terms for management review.

Prepare Purchase Orders (POs) and coordinate the internal approval process before issuing approved orders to suppliers.

Liaise with suppliers and project teams regarding quotations, purchase orders, delivery schedules and related documentation.

Maintain updated supplier records and procurement documentation.

Review supplier and subcontractor invoices and progress claims against approved Purchase Orders, contracts and Delivery Orders (DOs).

Prepare payment vouchers and supporting documents for internal approval and submission to the Finance Department.

Follow up on payment claims, outstanding invoices and payment approval status.

Prepare and issue sales invoices to clients in accordance with agreed contractual terms and payment milestones.

Maintain accurate records of incoming and outgoing invoices, payments and outstanding balances.

Coordinate with the Finance Department, suppliers and clients to resolve invoice discrepancies and carry out account reconciliations.

D. Administrative & Coordination Support

Provide general administrative and commercial support to the department and project teams.

Assist in preparing reports, spreadsheets, correspondence and other management documents.

Coordinate with internal departments to ensure timely submission of documents and information.

Perform other administrative and commercial duties as assigned by the management.

Requirements & Qualifications

Must be fluent in Mandarin, with the ability to read, write and communicate effectively in Mandarin, as the role requires frequent coordination with the Company's HQ in China. Diploma or Bachelor's Degree in Business Administration, Supply Chain Management or a related field.

Minimum 2–3 years of relevant experience in administration, procurement, commercial coordination or invoice management.

Good command of English and Bahasa Malaysia.

Proficient in Microsoft Office - Excel, Word and Outlook.

Familiarity with contracts, procurement, Purchase Orders, invoices and payment procedures.

Experience in construction, engineering, infrastructure or renewable energy projects will be an advantage.

Strong organisational, communication and coordination skills, with good attention to detail.

Able to work independently, manage multiple tasks and meet deadlines.

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Commercial Executive?
• Which of the following types of qualifications do you have?
• Do you have Invoice Management experience?
• Do you have Procurement Coordination experience?
• How would you rate your Bahasa Malaysia language skills?

What can I earn as a Commercial Executive