Assistant - Administration
Undisclosed
Position Overview: The Assistant, Operations will be responsible for managing payment-related processes, ensuring efficient sales documentation, and supporting daily operational functions. This role r
Position Overview: The Assistant, Operations will be responsible for managing payment-related processes, ensuring efficient sales documentation, and supporting daily operational functions. This role requires strong coordination skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.
Key Responsibilities:
Payments-Related Duties
- Update all pending remittances and bank-in slip requests from Finance on a dally basis.
- Submit Payment Request Forms to Finance for processing payments related to seminars, bank drafts, and any other relevant documents.
- Coordinate with Directors for signatures on operation-related documents to ensure smooth processing.
Sales Documentation Process
- Process sales-related documentation, including invoices and delivery orders, within 15-20 minutes of receiving prescriptions.
- Ensure all documentation is accurate, complete, and aligned with company policies.
Prescription Book Management
- Maintain and update the prescriptions book regularly to ensure accuracy and completeness.
Claims Management
- Submit petty cash claims twice a month to Finance.
- Ensure the monthly sales report, including incentive and commission details, is submitted by the end of each month.
- Process special claims for office staff as required.
Fixed Asset Register
- Ensure all company assets are properly registered and updated in the fixed asset register.
Inventory Management
- Identify and liaise with suppliers for procurement needs.
- Obtain and evaluate supplier quotes for cost-effectiveness.
- Manage the ordering process and ensure timely delivery of inventory items.
- Ensure stationeries stock and packaging stock in sequence and appropriate amount.
Courler Service Coordination
- Assist in tracking delivery status for courier services such as Lalamove and Grab.
- Update status reports and communicate updates within the team.
Qualifications:
- Diploma or degree in Business Administration, Accounting, or a related field.
- Minimum 1-2 years of relevant work experience in operations, administration, or finance.
- Strong organizational skills and attention to detail.
- Ability to multitask and work efficiently under tight deadlines.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with accounting or ERP systems is a plus..
- Good communication and coordination skills.
