Administrative Executive

Biosensors International Group, Ltd; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading medical device company in Malaysia is seeking a Sales & Marketing Administrative Support to assist the Country Manager. The ideal candidate should be bilingual in English and Mandarin with at least 2 years of experience in administrative or marketing roles. Strong organizational skills and proficiency in Microsoft Office are essential. Responsibilities include organizing meetings, maintaining records, and supporting event logistics.

Qualifications

• Minimum 2 years of relevant working experience in administrative support or marketing functions.
• Strong ability to work under pressure and deliver quality results with speed.
• Proficient in Microsoft Office Suite.

Responsibilities

• Supports the Country Manager on sales and marketing meetings.
• Maintains records of customers and distributors' information.
• Assists in the printing of product brochures and development of sales collaterals.

Skills

Bilingual in English and Mandarin

Strong organizational skills

Excellent interpersonal and communication skills

Ability to multi-task

Education

A level or diploma in any discipline

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SAP

Job description

This role is to support the Country Manager on the sales and marketing administration of the business. He/she should help with the formulation of admin processes, organisation of business meetings, maintenance of customers, distributors, sales, marketing and admin records/database for business continuity. He/she is to ensure all sales & marketing activities comply with legal and ethical standards, and that documented processes, procedures and internal quality management system are followed and adhere to.

Position Responsibilities

Sales & Marketing Admin Functions

• Supports the Country Manager on the organization of sales & marketing meetings e.g. MBR, Business Trips, Weekly Meeting
• Takes meeting minutes and keep record
• Verifies & route documents such as invoices, price application, pre-approval forms, cheque requisitions, debit/credit notes, etc. to ensure authenticity and prompt submission to various departments for approval, billing and payment
• Acts as a window for all staff related claims to ensure compliance to company policy and regulations
• Maintenance of GDPMD certifications and various company licenses
• Maintains proper filing for company, customers and distributors' information and related documents for quality audit (e.g. GDPMD licence, import licence, wholesale licence, physician consultation agreement, distribution agreement, training records, pre-market surveillance, sponsorship letters, etc)
• Maintains clear record of PARF to help the Country Manager in the tracking of marketing expenses
• Conducts internal communication for Sales & Marketing team on Admin, Finance, Legal & Compliance Processes
• Assists in the printing of product brochures, development of sales collaterals for sales promotion. Keep clear record of the distribution of these materials
• Arranges and co-ordinates with courier services
• Be responsive to any new duties assign as and when required by the Manager

Co-ordination/Organisation of Events

• Supports the Country / Marketing Manager on the co-ordination and organization of local congresses and events. e.g. HBR Summit
• Manages the logistics arrangements of overseas conferences and events. e.g. hotel booking, conference registration, airport transfer
• Reconciliation of expenses after the events

Position Requirements

• At least A level or diploma in any discipline
• Bilingual in English and Mandarin to liaise with stakeholders across the region
• Minimum 2 years of relevant working experience in administrative support or marketing functions
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint. Ability to use SAP will be a plus
• Strong organisational skills and had the ability to drill down into details while not losing sight of the big picture
• Strong ability to multi-task, work under pressure & deliver quality results with speed and minimum supervision
• Excellent interpersonal and communication skills