EXT- Receptionist Cum Finance Administrative Assistant

Boehringer Ingelheim GmbH; Kuala Lumpur; On-site; MYR 24,000 - 36,000; Full time

Job summary

A leading company in the pharmaceutical industry is seeking a Receptionist Cum Finance Administrative Assistant to support office operations and manage front desk activities. This role involves handling administrative tasks for the Finance and Admin Department, overseeing facilities management, and ensuring regulatory compliance. The ideal candidate will have a Bachelor's degree or diploma in Business Administration, management experience, and strong organizational skills, alongside a pro-active approach to multi-tasking in a dynamic environment.

Qualifications

• Minimum 1 year of management/administration experience.
• Knowledge of the Prescription Medicine/pharmaceutical industry is desirable.
• Must possess strong organization and follow-through skills.

Responsibilities

• Manage all front desk operations including calls and mail handling.
• Execute administrative services for Finance and Admin Department.
• Oversee Facilities Management ensuring excellent condition and compliance.

Skills

Organization

Problem-solving

Multi-tasking

Agility

Flexibility

Education

Bachelor's Degree or Diploma in Business Administration

Job description

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EXT- Receptionist Cum Finance Administrative Assistant

The Position

The role is designed to support office operations as well as management of front desk. The role will also be responsible to perform the day-to-day facility management in the office and also responsible to be the supporting admin for security system for Malaysia office.

Task & Responsibilities:

1. Manage all front desk operations, (answering phone calls, handling mail and courier services, meeting room booking, making orders and distributing business cards and stationery)

2. Execute administrative services for Finance and Admin Department

3. Oversee Facilities Management, which involves developing and implementing maintenance schedules, managing repair work, ensuring all facilities are in excellent condition, and complying with local regulations and safety standards

4. Manage consistent selection of pantry and office supplies and order refill on-time delivery

5. Arrange schedule (together with GFE Manager) for hard services & soft services and follow up with report from vendors

6. Monthly EHS inspection together with GFE manager (Fire Extinguisher, any hazards, and other office features)

7. Security admin role in Malaysia (visitor registration, new employee registration, access control

maintenance)

8. Support the team (if needed) for organize events.

9. Perform role as finance admin for Finance and GFE by issuing PO/PR to achieve good S2P process and ensure to sourcing compliance guideline for open PO’s and GR. Prepare accrual report for finance planning as required

10. Perform ad hoc task or project required.

Requirements:

• Bachelor's Degree or Diploma in Business Administration (preferred) or Professional Training
• Minimum 1 year of management/administration experience; Project management background is a plus
• Knowledge of the Prescription Medicine/pharmaceutical industry is desirable
• Ability to work well under pressure and multi-task with frequent interruptions and changing priorities
• Strong organization and follow through skills
• Meticulous and organized; Able to meet multiple deadlines with excellence
• Able to work independently, analytical and problem-solve for issues
• Agility & flexibility to manage multiple priorities
• Pro-active and able to deliver tasks with a sense of urgency
• Should be well-versed in overall office management, technical tools and software applications