Office admin

Soon Heng Resources Sdn Bhd; Subang Jaya; On-site; MYR 36,000 - 51,000; Full time

Job summary

Soon Heng Resources Sdn Bhd in Malaysia is seeking an organized Admin Clerk to support daily sales and purchase records, prepare DO/POs, quotations, invoices, and other business documents. You will read and respond to emails, handle customer inquiries, and coordinate with departments to ensure timely responses.

Responsibilities include maintaining filing systems, data entry for customers and suppliers, and preparing daily and monthly transaction reports for management review; you will also

Responsibilities

• Prepare and maintain daily sales and purchase records.
• Compile daily and monthly sales and purchase summaries, including quantities, prices, suppliers, customers, and transaction details.
• Ensure all sales and purchase transactions are accurately recorded and properly documented.
• Monitor and follow up on outstanding sales and purchase documents.
• Prepare and issue Delivery Orders (DO), Purchase Orders (PO), quotations, invoices, and other relevant business documents.
• Ensure all documents contain accurate information, pricing, quantities, and customer or supplier details.
• Maintain proper filing and records of all issued documents.
• Read, understand, and respond to customer and supplier emails professionally.
• Follow up on emails, quotations, orders, deliveries, and other outstanding matters.
• Assist in handling customer enquiries and coordinate with the relevant departments to provide timely responses.
• Assist with customer calls, enquiries, and follow-ups.
• Communicate with customers regarding orders, collections, deliveries, and documentation.
• Support the sales team in daily administrative tasks and customer coordination.
• Maintain good communication and working relationships with customers and suppliers.
• Complete monthly e-Invoice data entry and ensure all relevant transactions are recorded accurately.
• Assist in issuing, checking, and maintaining e-Invoice records in accordance with company procedures and applicable requirements.
• Organize and file invoices, receipts, and supporting documents for accounting and record-keeping purposes.
• Ensure monthly invoicing records are complete and properly maintained.
• Coordinate with drivers and customers regarding delivery schedules, waste collection arrangements, and collection or delivery documentation.
• Prepare and check relevant delivery and collection documents.
• Follow up on delivery or collection issues and report discrepancies to management.
• Monitor outstanding customer invoices and maintain an updated record of payments received and payments due.
• Contact customers to follow up on overdue payments when required.
• Update payment records and report outstanding accounts to management.
• Prepare daily or monthly sales and purchase reports for management review.
• Compile transaction summaries, quantities, and relevant pricing information.
• Check records for discrepancies and report any errors or unusual transactions to management.
• Carry out other administrative duties as assigned by management.

Job description

Prepare and maintain daily sales and purchase records.

Compile daily and monthly sales and purchase summaries, including quantities, prices, suppliers, customers, and transaction details.

Ensure all sales and purchase transactions are accurately recorded and properly documented.

Monitor and follow up on outstanding sales and purchase documents.

2. Document Preparation and Issuance

Prepare and issue Delivery Orders (DO), Purchase Orders (PO), quotations, invoices, and other relevant business documents.

Ensure all documents contain accurate information, pricing, quantities, and customer or supplier details.

Maintain proper filing and records of all issued documents.

3. Email and Customer Communication

Read, understand, and respond to customer and supplier emails professionally.

Follow up on emails, quotations, orders, deliveries, and other outstanding matters.

Assist in handling customer enquiries and coordinate with the relevant departments to provide timely responses.

4. Customer Service and Sales Support

Assist with customer calls, enquiries, and follow-ups.

Communicate with customers regarding orders, collections, deliveries, and documentation.

Support the sales team in daily administrative tasks and customer coordination.

Maintain good communication and working relationships with customers and suppliers.

5. E-Invoice Management and Filing

Complete monthly e-Invoice data entry and ensure all relevant transactions are recorded accurately.

Assist in issuing, checking, and maintaining e-Invoice records in accordance with company procedures and applicable requirements.

Organize and file invoices, receipts, and supporting documents for accounting and record-keeping purposes.

Ensure monthly invoicing records are complete and properly maintained.

6. Delivery and Collection Coordination

Coordinate with drivers and customers regarding delivery schedules, waste collection arrangements, and collection or delivery documentation.

Prepare and check relevant delivery and collection documents.

Follow up on delivery or collection issues and report discrepancies to management.

Monitor outstanding customer invoices and maintain an updated record of payments received and payments due.

Contact customers to follow up on overdue payments when required.

Update payment records and report outstanding accounts to management.

8. Daily and Monthly Transaction Reporting

Prepare daily or monthly sales and purchase reports for management review.

Compile transaction summaries, quantities, and relevant pricing information.

Check records for discrepancies and report any errors or unusual transactions to management.

9. General Administrative Duties

Maintain an organized filing system for sales, purchases, invoices, quotations, and other company documents.

Perform data entry and update customer, supplier, and transaction records.

Assist management with daily administrative tasks and prepare reports when required.

Carry out other administrative duties as assigned by management.