Administration Executive

ACE Compounding Sdn Bhd; Sepang; On-site; MYR 39,000 - 56,000; Full time

Job summary

Jora Malaysia is seeking an Executive, Operations to manage payment-related processes, sales documentation, and daily operations in a fast-paced environment.

The role requires strong coordination, attention to detail, and the ability to multitask across payments, inventory, and administrative tasks. Experience in finance or ERP systems is a plus for handling documentation and reporting.

Qualifications

• Diploma or degree in Business Administration, Accounting, or a related field.
• 1–2 years of relevant operations, administration, or finance experience.
• Strong organizational skills and attention to detail.
• Ability to multitask and meet tight deadlines.
• Proficiency in Microsoft Office and familiarity with accounting or ERP systems.
• Good communication and coordination skills.

Responsibilities

• Update pending remittances and bank-in slip requests daily.
• Submit Payment Request Forms to Finance for processing payments.
• Coordinate with Directors for signatures on operation documents.
• Process sales-related documentation (invoices, delivery orders) quickly.
• Ensure all documentation is accurate and aligned with policies.
• Maintain and update the prescriptions book regularly.
• Submit petty cash claims twice a month to Finance.
• Ensure monthly sales reports (incl. incentives) are completed.
• Process special claims for office staff when needed.
• Register and update all company assets in the fixed asset register.
• Identify suppliers and obtain quotes for procurement needs.
• Manage ordering and ensure timely delivery of inventory items.
• Track stationery and packaging stock and ensure proper levels.
• Assist in tracking courier deliveries (e.g., Lalamove, Grab).
• Update status reports and share updates with the team.

Skills

Multitasking

Organizational skills

Communication

Excel

ERP familiarity

Education

Diploma or degree in Business Administration or Accounting

Tools

ERP systems

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Position Overview: The Executive, Operations will be responsible for managing payment-related processes, ensuring efficient sales documentation, and supporting daily operational functions. This role requires strong coordination skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Key Responsibilities

Payments-Related Duties

• Update all pending remittances and bank-in slip requests from Finance on a dally basis.
• Submit Payment Request Forms to Finance for processing payments related to seminars, bank drafts, and any other relevant documents.
• Coordinate with Directors for signatures on operation-related documents to ensure smooth processing.
• Process sales-related documentation, including invoices and delivery orders, within 15-20 minutes of receiving prescriptions.
• Ensure all documentation is accurate, complete, and aligned with company policies.

Prescription Book Management

• Maintain and update the prescriptions book regularly to ensure accuracy and completeness.

Claims Management

• Submit petty cash claims twice a month to Finance.
• Ensure the monthly sales report, including incentive and commission details, is submitted by the end of each month.
• Process special claims for office staff as required.

Fixed Asset Register

• Ensure all company assets are properly registered and updated in the fixed asset register.

Inventory Management

• Identify and liaise with suppliers for procurement needs.
• Obtain and evaluate supplier quotes for cost-effectiveness.
• Manage the ordering process and ensure timely delivery of inventory items.
• Ensure stationeries stock and packaging stock in sequence and appropriate amount.
• Assist in tracking delivery status for courier services such as Lalamove and Grab.
• Update status reports and communicate updates within the team.

Qualifications

• Diploma or degree in Business Administration, Accounting, or a related field.
• Minimum 1-2 years of relevant work experience in operations, administration, or finance.
• Strong organizational skills and attention to detail.
• Ability to multitask and work efficiently under tight deadlines.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with accounting or ERP systems is a plus..
• Good communication and coordination skills.