Gucini Hiring! Full Time Admin Assistant in Sarawak - Ricebowl

ROLES AND RESPONSIBILITY

1. Administrative Support

• Perform day-to-day administrative duties and provide general office support.

• Prepare, organize, file and maintain company documents, records and correspondence.

• Handle incoming and outgoing emails, letters, documents and other communications.

• Manage office supplies and monitor inventory of stationery and other office requirements.

• Arrange meetings, appointments and other administrative matters when required.

• Assist in maintaining proper filing systems, both physical and electronic.

2. Sales Administrative Support

• Assist the Sales Department with preparation and processing of quotations, delivery orders (DO), sales invoices and related documents.

• Assist in updating and maintaining customer records and sales-related information.

• Follow up on sales documents and ensure proper filing and record keeping.

• Assist in responding to customer enquiries and coordinate with the relevant departments when required.

3. Purchase Administration

• Assist the Purchasing Department with preparation and processing of Purchase Orders (PO).

• Assist in placing orders with suppliers and following up on order status and delivery schedules.

• Maintain proper records of suppliers, purchase orders, invoices and related documents.

• Assist in checking documents received from suppliers and forward them to the relevant department for further processing.

4. Accounts & Documentation Support

• Assist the Accounts Department in organizing invoices, receipts, payment documents and other accounting records.

• Assist in preparing documents required for payment, claims and other administrative purposes.

• Ensure documents are complete, properly authorized and filed accordingly.

• Assist with data entry and updating of company records in the accounting or administrative system.

5. Office & General Support

• Monitor office equipment, facilities and general office requirements.

• Coordinate with service providers, suppliers and contractors for routine office matters when required.

• Assist with company events, staff activities and other administrative arrangements.

• Ensure the office is properly organized and administrative procedures are followed.

6. Record Keeping & Data Entry

• Perform accurate data entry into Microsoft Excel, Word, accounting software or other company systems.

• Maintain updated records of customers, suppliers, purchases, sales and other administrative information.

• Prepare basic reports, summaries and schedules as requested by management.

• Ensure confidentiality and proper handling of company and customer information.

7. Other Duties

• Provide administrative assistance to management and other departments as required.

• Carry out other duties and responsibilities assigned by the superior or management from time to time.

• Support the Company in ensuring smooth and efficient day-to-day operations.

REQUIREMENTS

• Minimum Diploma, Certificate or Degree in Business Administration, or a related field.

• Computer literacy and proficient in Microsoft Office applications, particularly Microsoft Excel and Microsoft Word.

• Fluent in both spoken and written Mandarin as the position requires communication and dealing with suppliers from China.

• Good communication, interpersonal and organizational skills.

• Detail-oriented, responsible and able to work accurately with numbers and documentation.

• Able to work independently as well as coordinate effectively with the Sales, Purchasing, Warehouse and Accounts teams.

• Prior experience in sales administration, purchasing or accounting will be an added advantage.