Operations & Admin Specialist

Takeda Malaysia Sdn Bhd; Selangor; On-site; MYR 54,000 - 78,000; Full time

Job summary

Takeda Malaysia Sdn Bhd is seeking an Administration Coordinator in Selangor, Malaysia. The role provides essential administrative, operational and business support to the Commercial and Medical departments, coordinating travel, events, and daily operations.

Responsibilities include managing travel arrangements, supporting local and overseas events, preparing sales updates, monitoring KPIs, and handling sponsorships, POs and vendor communications.

Qualifications

• Certificate/diploma/degree in any discipline.
• Experience in secretarial and administrative functions is preferable.
• Proficiency in Microsoft Office suite.
• Ability to deal with fast-paced environment, versatile and resilient, maintain positivity under pressure and deliver results.
• Multi-task efficiently with a growth mindset and strong sense of urgency.
• Encourages collaboration and effective communication across functions.
• Demonstrates Takeda values and PTRB at work.

Responsibilities

• Coordinate travel arrangements for internal and external activities, including flights, accommodation and documentation.
• Provide logistical support for local and overseas medical, sales and marketing events, ensuring smooth execution and cost control.
• Prepare and distribute daily sales updates and monitor stock, backorders and delivery progress for territory assessments.
• Monitor KPIs and compile monthly/quarterly reports on sales team activities; validate cost centres and Concur claims.
• Manage day-to-day administrative matters and respond to ad hoc requests from team members and stakeholders.
• End-to-end sponsorship coordination: letters, registrations, documentation, invoices and certificates.
• Process PO payments for HCPs, sponsorships and vendors in line with internal requirements.
• Coordinate contract circulation for signatures and maintain audit-ready documentation.
• Raise PRs/POs, track invoices and support payments, accruals and PO closure.
• Liaise with vendors on payment processes and required documentation.
• Support DAS monthly accrual tracking and contribute to cost-saving initiatives.
• Ensure activities comply with Ethics and Compliance requirements and internal policies.
• Provide administrative support to Head of Department and cross-functional teams.
• Assist with marketing events, hotel bookings, registrations, and promotional material management.

Skills

Microsoft Office

Secretarial experience

Organizational skills

Education

Certificate/Diploma/Degree in any discipline

Job description

Takeda Malaysia Sdn Bhd is seeking an Administration Coordinator in Selangor, Malaysia. The role provides essential administrative, operational and business support to the Commercial and Medical departments, coordinating travel, events, and daily operations.

Responsibilities include managing travel arrangements, supporting local and overseas events, preparing sales updates, monitoring KPIs, and handling sponsorships, POs and vendor communications.