MYDATA INFOMATICA Hiring! Full Time Business Admin in Federal Territory - Ricebowl

KEY RESPONSIBILITIES

A. Administrative & Filing Management

• Maintain proper physical and digital filing systems for company documents.
• Ensure documents, contracts, quotations, invoices, purchase orders and correspondence are properly recorded and archived.
• Maintain document registers and ensure easy retrieval of important records.
• Monitor document expiry dates, renewals, agreements and other administrative deadlines.
• Ensure confidential and sensitive documents are handled appropriately.
• Establish and maintain proper document naming and filing standards.

B. Billing & Invoice Coordination

• Coordinate the preparation and issuance of customer invoices based on approved quotations, contracts, purchase orders or agreed commercial terms.
• Maintain an updated billing tracker covering invoices issued, outstanding payments and payment status.
• Liaise with Finance, Sales and Business Development teams on billing-related matters.
• Follow up on missing documentation required for billing.
• Monitor billing schedules and ensure invoices are issued on time.
• Assist in preparing monthly billing and collection status reports.
• Maintain supporting documents for audit and financial reference.

C. Meeting & Calendar Management

• Coordinate and schedule internal and external meetings for management and relevant departments.
• Manage meeting calendars, invitations, venues and online meeting arrangements.
• Prepare meeting agendas and ensure relevant documents are circulated beforehand.
• Record and maintain meeting minutes and action items where required.
• Follow up with respective PICs on outstanding action items.
• Maintain a meeting tracker for important management, client and partner meetings.

D. Management & Business Support

• Provide administrative support to senior management and department heads.
• Prepare presentations, reports, letters, memos and other business documents when required.
• Coordinate communication between internal departments and external parties.
• Assist in preparing documentation for client meetings, partnerships, tenders and business proposals.
• Support management in tracking important deadlines, deliverables and commitments.
• Assist in organising company events, workshops and business engagements.

QUALIFICATIONS

• At least Diploma in Administration or related field, with 3 years of relevant experience in administration and business support.
• Minimum of 3 years' proven experience in sales, account management, or business development, preferably in B2B or financial services.
• Candidates with experience supporting management, Sales, Business Development or Finance functions will be an advantage.
• Demonstrated success in new client acquisition and account revenue growth.
• Excellent sales presentation, communication, and negotiation skills.
• Strong stakeholder management with a proactive, solution-oriented mindset.
• Proficient in Microsoft Office and CRM systems.

WHY JOIN US

• Comprehensive medical and benefits for your family, ensuring your well-being is our top priority.
• Rest easy with our insurance coverage, providing you with security and assurance.
• A variety of fun-filled events and gatherings to unwind.
• Achieve a healthy work-life balance, ensuring you thrive both in and out of the office.