Contract Administration Specialist

TopNotch HR Consulting Firm; Kuala Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading consulting firm in Kuala Selangor seeks an administrative professional adept at managing invoices and payables. The successful candidate will raise Purchase Requisitions, perform reconciliations, and collaborate closely with vendors to resolve issues. Candidates should have at least 2 years of experience in administrative roles, possess strong organisational and time management skills, and be proficient in using invoicing systems like Oracle Fusion. This role is essential for ensuring smooth financial operations within the team.

Qualifications

• Minimum of 2 years of administrative experience managing invoices and payables.
• Excellent organisational skills and time management skills.
• Ability to adapt and work in a challenging and dynamic environment.

Responsibilities

• Raising Purchase Requisitions for Performance Marketing and CRM teams.
• Managing Goods Received Note and liaising with Accounts Payable.
• Monthly spend reconciliation and tracking against Purchase Order amounts.
• Collaborating with vendors to resolve invoicing issues.

Skills

Organisational skills

Time management

Attention to detail

Teamwork

Proactive mindset

Advanced Google Suite skills

Invoicing expertise

Tools

Oracle Fusion

Job description

TopNotch HR Consulting Firm – Kuala Selangor, Selangor

Responsibilities

• 1) Raising Purchase Requisitions to secure budget for the Performance Marketing and CRM teams on a quarterly basis
• 2) Performing Goods Received Note (GRN) and liaising with Accounts Payable team to process payment to vendors
• 3) Monthly spend reconciliation and tracking against approved Purchase Order amounts
• 4) Invoice breakdown and categorisation of line items spends to the various business units
• 5) Liaising with vendors for media plans and insertion order signing
• 6) Working with procurement, finance planning and analysis as well as accounting team to align on department's spends, vendor selection and onboarding
• 7) Collaborating with external vendors to resolve invoicing issues

Operating Standards (20%)

• 1) Manage and establish processes around vendor onboarding and finance operations workflow
• 2) Learn to use various user interfaces, providing access to additional users
• 3) Stay up to date with Grabs finance and procurement processes, ensuring new practices are adopted and strictly followed

General Admin (10%)

• 1) Schedule and coordinate office and team events
• 2) General administrative tasks and projects for the team

About You:

• Minimum of 2 years of administrative experience managing invoices and payables
• Excellent organisational skills and time management skills
• A work smarter, not harder mindset - scalable approaches to recurring challenges
• Proactive with high attention to detail
• Ability to adapt and work in a challenging and dynamic environment
• Ability to multi-task and execute with speed
• Advanced Google Suite skills and highly computer literate
• Experience working on invoicing systems such as Oracle Fusion
• Strong team player and interpersonal skills