Admin Officer

Rapsys Technologies Pte Ltd.; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A technology solutions company in Kuala Lumpur seeks an Admin Officer to support its Sales Department. The role involves sales administration, general office tasks, and basic finance coordination. Responsibilities include maintaining customer databases, data entry in the SAP ERP system, and ensuring compliance with environmental and safety standards. The ideal candidate has experience in administration and strong organizational skills. This position offers an opportunity to work in a fast-paced environment while contributing to office management and finance operations.

Qualifications

• Experience in sales administration and office support roles.
• Proficient in using SAP ERP for data management.
• Strong organizational and communication skills.

Responsibilities

• Maintain customer database and perform data entry in SAP.
• Handle general office administrative duties.
• Record and follow up on collections with the Accounts Department.

Skills

Sales administration

Data entry

SAP ERP system

Office administration

Finance coordination

Tools

SAP ERP

Job description

Designation: Admin Officer

Job Summary

The Admin Officer supports the Sales Department by ensuring accurate sales administration, coordination with internal teams, and effective office administration. The role also assists with basic finance coordination and ensures compliance with company Environmental, Safety, and Management System requirements.

Key Responsibilities

Sales Administration

• Maintain customer database by submitting Customer Application Forms for new customers and updates to existing customer and account information.
• Perform accurate and timely data entry in the SAP ERP system in accordance with documentation flow, including Contract Management, Sales Orders, and Delivery Orders.
• Update and manage sales-related data in the SAP ERP system.
• Liaise with the Logistics team to coordinate deliveries based on customers’ requested delivery dates.
• Confirm shipments with the Purchasing team.
• Generate work orders for the Production team.

General Administration

• Handle general office administrative duties, including stationery replenishment, postage, and telecommunication matters.
• Compile and update employee records.
• Check and calculate monthly staff claims and allowances.
• Perform filing and documentation tasks.
• Assist with day-to-day administrative and operational activities.

Finance Coordination

• Record and update collections in coordination with the Accounts Department.
• Follow up on debtors’ payments.
• Arrange and send invoices and delivery orders to customers via email.

Authority

• Issue Contract Management documents, Sales Orders, and Delivery Orders.
• Support the Head of Department (HOD) in following up on tasks assigned to teams.

EMS, OHSMS & Compliance Responsibilities

• Understand, implement, and uphold Legrand’s Environmental Management System (EMS) and Occupational Health & Safety Management System (OHSMS) policies.
• Communicate and report environmental, health, and safety matters to the Superior / MR / EHS Officer.
• Be aware of actions to be taken during normal, abnormal, and emergency situations related to environmental, health and safety matters.
• Attend, participate in, and support environmental and health & safety training programs, initiatives, and audits.
• Understand environmental, health, and safety risks associated with the role and take responsibility to control and mitigate them.
• Conserve natural resources through responsible use of water, energy, and paper.
• Maintain good environmental, health, and safety practices, including proper housekeeping at the workplace.
• Ensure compliance with applicable regulatory laws, acts, and company standards.
• Participate in QMS, EMS, and OHSMS activities as required.