Secretary cum Sales Coordinator

Paragon Union Berhad (PUB); Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reputable firm in Malaysia seeks an individual to manage communication and calendars for senior management, prepare KPI reports, and coordinate travel arrangements. The role includes managing customer inquiries, processing purchase orders, and organizing meetings. Ideal candidates should be proactive and detail-oriented, willing to handle various administrative tasks in a dynamic environment.

Responsibilities

• Manage communication, including emails and phone calls.
• Check and process all customer purchase orders, verify details and distribute them.
• Respond to customer inquiries regarding quotations and documents.

Job description

Daily Tasks

• Manage communication, including emails and phone calls.
• Manage the day-to-day calendar for the Senior GM and prepare weekly schedules for the company (PCCC, PCM, PCD).
• Operate office equipment such as printers, photocopiers, etc.
• Schedule appointments, meetings, and reservations as needed.
• Check and process all customer purchase orders, verify details and distribute them to the relevant departments.
• Respond to customer inquiries (quotations, purchase orders, documents, etc.).
• Manage and prepare documents requiring SGM’s signature and approval.
• Manage and sort documents requiring the MD’s signature and approval.
• Other task given by SGM.

Monthly Tasks

• Prepare monthly KPI reports for the BD office.
• Organize management meetings and record meeting minutes.
• Prepare monthly claims for the Senior General Manager and compile monthly claims for PCCC staff.
• Download and share monthly Proton and Perodua briefing slides.
• Share monthly customer forecasts and DI updates.
• Submit Perodua monthly risk assessments to the designated PIC.Provide sales data to SHE and Maintenance departments.
• Manage customer e-systems, including:
• Handle RFQ administration, including:
• i) Coordinating RFQ meetings
• ii) Distributing specifications
• iii) Preparing tender documents
• vi) Preparing quotations
• Other task given by SGM.

Promise, BMW Partner Portal, SAQ Portal, PSA B2B, PSSB Superb, ODS, BMW E-Procurement, Honda I- Supplier, TCMA I-Supplier, Proton SAP, etc.

Ad-hoc Tasks

• Develop and maintain an alert system for upcoming deadlines, incoming requests, projects, and events.
• Prepare festive gift lists and budgets (e.g., hampers for PCCC).
• Manage the GM’s complex travel arrangements.
• Coordinate PCCC staff travel arrangements, including transportation and accommodation.Update the BMW SAQ Questionnaire annually.
• Prepare annual IATF documents for the BD Department.
• Prepare customer audit documentation when required.
• Serve as an internal audit auditor.
• Conduct customer satisfaction surveys.
• Handle new vendor registration applications.
• Update yearly customer databases (Proton, Perodua, BMW, KIA, etc.).
• Prepare project listings for bank submissions.
• Communicate with customers regarding delivery arrangements (Autoliv, Bridgestone, Honda Parts, etc.).
• Arrange meeting facilities and refreshments when required.
• Process yearly subscription and membership payments (e.g., P2SA, PVA, MACPMA, etc.).
• Update the BMW SAQ Questionnaire annually (CSR requirements).
• Other tasks given by SGM on ad-hov basis.