Executive, Administration

The Italian Baker Sdn Bhd; Selangor; On-site; MYR 60,000 - 90,000; Full time

Job summary

The Italian Baker Sdn Bhd is seeking an administrator with strong finance workflow experience in Selangor. You will oversee payments, asset registers, and project-related records within SAP, ensuring accuracy and compliance across operations.

Key duties include monitoring IM and PS activities, preparing reports, and driving process improvements while coordinating with cross-functional teams to align with company policies and strategic goals.

Qualifications

• Degree in Accounting or Business Administration.
• At least 2 years of working experience in accounting or administration.
• Familiarity with SAP, especially IM and PS modules, is preferred.

Responsibilities

• Payment verification and processing with proper documentation.
• Maintain and update the asset register and asset movements.
• Support Investment Management (IM) and Project System (PS) activities in SAP.
• Ensure compliance with internal policies and streamline processes.
• Collect and analyze data; prepare periodic financial and admin reports.

Skills

Analytical thinking

Attention to detail

Communication skills

Organizational skills

Education

Degree in Accounting or Business Administration

Tools

SAP IM PS modules

Asset management

Job description

Responsible for overseeing administrative financial processes, asset management, investment and project administration, compliance monitoring, and data analysis to support efficient operational management. The role ensures proper documentation, system accuracy, compliance with company policies, and continuous improvement of adminstrative processes.

Job Responsibilities

1. Payment Verification and Processing

• Review and verify payment requests to ensure all payments are supported with complete and proper documentation such as invoices, purchase orders, delivery orders and approval forms.
• Ensure payments comply with company policies and internal approval procedures prior to processing.
• Perform document matching and verification in the SAP system to ensure accuracy between purchase orders, invoices and delivery order.
• Identify and resolve discrepancies in payment documentation by coordinating with relevant departments.

2. Asset Management

• Maintain and update the company's asset register to ensure accurate tracking and recording of all organizational assets.
• Coordinate the acquisition, registration, tagging and allocation of company assets to relevant deparments or employees.
• Monitor asset movement, transfers, and disposals in accordance with company procedures and policies.
• Conduct periodic physical asset verification and reconciliation with system records to ensure asset accuracy and accountability.

3. Handling Investment Management (IM) and Project System (PS)

• Support the administration and monitoring of Investment Management (IM) and Project System (PS) activities in the SAP system.
• Assist in the creation, tracking and maintenance of investment projects and capital expenditure records.
• Monitor project budgets, commitments, and expenditures to ensure alignment with approved investment plans.
• Track project progress and update relevant systems to ensure accurate financial and project reporting.

4. Compliance & Process Improvement

• Ensure administrative processes comply with internal policies, financial controls and company procedures.
• Support the implementation and monitoring of compliance requirements related to administrative and financial processes.
• Identify opportunities to streamline administrative workflows and imporve operational efficiency.
• Assist in developing and maintaining standard operating procedures (SOPs) and administrative guidelines.

5. Data Analytics and Reporting

• Collect, analyze and maintain administrative and financial data to support operational decision-making.
• Prepare periodic reports related to payments, assets, projects and administrative activities.
• Monitor key administrative metrics and identify trends or discrepancies.
• Utilize system data to support management reporting and process improvement initiatives.
• Maintain organized databases and ensure accuracy and integrity of administrative data.

Education and Qualification

• Degree in Accounting or Business Administration.
• At least 2 years of working experience in accounting or administration.

Technical Skills & Professional Knowledge

• Familiarity with SAP (especially IM and PS modules) is preferred.
• Knowledge in Asset Management is an added advantage.
• Strong analytical, organizational and documment skills.
• High attention to detail with good coordination and communication abilities.
• Able to make and assess personal/team decisions and align actions with organisation’s vision and mission.
• Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal.
• Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenge the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes.
• Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team’s commitments.
• Able to understand and prioritise stakeholders’ needs/expectations and develop solutions to improve service delivery.
• Able to appreciate the complex interrelationships between external factors and internal business operations and develops strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy.
• Able to nurture the culture of learning organisation.
• Able to develop strategic plans in response to market shifts and shocks to accomplish organizational goals; adaptability to changes in business landscape.
• Adaptability and flexibility to changes in business landscape demonstrating initiative concerning forward thinking and planning.
• Exhibits high level of integrity, professionalism, objectivity, personal accountability, and ability to maintain confidentiality and sensitive information.