Sourcing Admin (1-Year Contract)

Zuellig Pharma; Shah Alam; On-site; MYR 56,000 - 78,000; Full time

Benefits offered by this job

Inclusive culture

Growth opportunities

Total Rewards program

Job summary

Zuellig Pharma seeks an experienced administrative assistant to support the sourcing team in Malaysia. You will manage high-volume data in Excel, assist with month-end closing, and prepare cost and billing reports while coordinating with Finance and regional affiliates.

The role requires strong English communication, 3–5 years in finance or supply chain, and proficiency in MS Office; SAP/ERP exposure is a plus. A collaborative, inclusive work environment is offered.

Qualifications

• Degree with discipline in Business Administration/ Office Administration or related discipline.
• Minimum 3-5 years of experience in finance or supply chain management.
• Excellent interpersonal and communications skills (both verbal and written) in English
• Strong in Office Suite (expert or near expert level in MS Word styles, formatting, and template development).

Responsibilities

• Assist sourcing team in monthly reports and information required for monthly management meetings.
• Collate and issue tax invoices to clients to ensure timely remittance to AR.
• Support on-time accurate invoicing based on billing instructions for all sourcing activities.
• Liaise with finance, clients/suppliers on invoicing discrepancies and billing improvements.
• Generate PO, Invoice, Packing List and delivery notes; manage related documentation.

Skills

Interpersonal communication

Written & verbal communication

MS Office proficiency

Education

Bachelor's degree in Business Administration/Office Administration

Tools

MS Excel

SAP

ERP

MS PowerPoint

MS Access

Job description

Zuellig Pharma is a leading healthcare solutions company in Asia, and our purpose is to make healthcare more accessible to the communities we serve. We provide world-class distribution, digital, and commercial services to support the growing healthcare needs in this region.

The company was started a hundred years ago and has grown to become a multibillion-dollar business covering 17 markets with over 12,000 employees. Our people serve more than 200,000 medical facilities and work with over 450 clients, including the top 20 pharmaceutical companies in the world.

Purpose Of The Role

This position provides administrative and clerical support to the sourcing team, managing a high volume of data across Excel spreadsheets and other relevant platforms. Key responsibilities include performing month-end closing and tabulating monthly reports to compare affiliate, client, and suppliers' costs against sales invoiced. Additionally, the role oversees daily procurement documentation, managing purchase orders, invoices, packing lists, and delivery notes while handling MYOB monthly billing, database maintenance, and general office coordination in close collaboration with Finance and regional affiliates.

What You’ll Do

• Assisting sourcing team in monthly reports on statement of accounts & information required for monthly management meeting
• Collation and issuance of related Tax invoices to SSG clients to ensure timely remittance to AR.
• Support for on-time, accurate invoice based on accurate billing instructions, with regards to all sourcing activities.
• Liaise with finance, clients/suppliers all invoicing discrepancies, billing improvement, SAP etc.
• Provide support for day-to-day sourcing supports, such as generate PO, Invoice, Packing List and delivery notes and others.
• Team support in maintenance of Statement of Accounts for Clinical Sourcing for accurate monthly closing and annual sales.
• Supporting sourcing team with enquiries and relevance of financial information between SSG finance, affiliates and clients. (refunds and credit notes)
• Coordinate local and international courier shipments, generate packing list, customs invoice and delivery note. Processing All courier invoices per as executed orders to AP finance.
• Navigation of existing AI and technological platforms in ZP to bridge complex financial information as well as KPI of clinical sourcing; affiliates, suppliers and clients.
• House-keep and maintenance of SOA information by aligning billing invoices to differential clients engaging in ZP affiliates and Suppliers.
• Other ad-hoc billing requirements for ZP affiliates and 3rd party depot if any assigned by PM team.
• Identifying refunds & credit notes from suppliers and to clients for items undelivered.
• Tabulate transportation costs analysis, drug/ancillary costs analysis.

What will make you successful:

• Degree with discipline in Business Administration/ Office Administration or related discipline.
• Minimum 3-5years of experience in finance or supply chain management.
• Excellent interpersonal and communications skills (both verbal and written) in English
• Strong in Office Suite (expert or near expert level in MS Word styles, formatting, and template development).

Advantage To Have

• Must have some finance, or admin background with data entry experience in creating and working with Excel spreadsheets and complex Excel formulas, create charts/graphs, write reports, tabulate findings, prepare Powerpoint presentation materials, organize and extract data using Macro, fuild database using Access, etc.
• Minimum 3 years of order management, clinical logistics/project management, good working experience of SAP, ERP , and data analytics tools.

What We Offer

• We are committed to fostering an inclusive environment where our employees can learn, grow, and achieve shared success.
• We champion diversity, equity, and inclusion, ensuring every individual feels valued, respected, and treated fairly.
• As a leading multi-market healthcare solutions provider, we empower our employees to gain comprehensive knowledge and expertise in the dynamic healthcare industry across the region.
• Enjoy the flexibility to effectively balance your work and personal life while taking charge of your career journey through our empowering growth opportunities.
• Our Total Rewards program is designed to support your overall well-being in every aspect.