Assistant : Administration

ACE Compounding Sdn Bhd; Cyberjaya; On-site; MYR 30,000 - 42,000; Full time

Job summary

ACE Compounding Sdn Bhd in Malaysia seeks an Assistant, Operations to manage payment-related processes, ensure accurate sales documentation, and support daily operations in a fast-paced environment.

You will coordinate with Finance and Directors for signatures on operation papers, handle invoices and delivery orders, maintain prescription records, manage petty cash claims, and oversee inventory and fixed assets with a focus on accuracy and timeliness.

Qualifications

• Diploma or degree in Business Administration, Accounting, or related field.
• 1-2 years 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.

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 invoices and delivery orders within 15-20 minutes of receiving prescriptions.
• Maintain prescriptions book and update regularly.
• Submit petty cash claims twice a month and monthly sales report.
• Ensure assets are registered in fixed asset register.
• Identify suppliers, obtain quotes, manage ordering, and track deliveries.

Skills

Multitasking

Attention to detail

Communication

Coordination

Microsoft Office

Education

Business Admin/Accounting degree

Tools

Microsoft Office

ERP systems

Job description

Position Overview: The Assistant, 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.