Accounts & Admin Junior Executive

AVIALITE SDN. BHD.

21, Jalan PBS 14/3, Taman Perindustrian Bukit Serdang, Seri Kembangan SGR 43300, Malaysia

11/16/2016 06:47:39 AM

JOB TITLE: Junior Accounts cum Admin Executive

DEPARTMENT: Admin/HR/Accounts/Purchasing

REPORTING TO:Business Development Manager / Senior Executive

JOB DESCRIPTION: Performs complex secretarial work of an administrative nature and project based work. Provides assistance to the department head in administrative/accounts areas. Works with minimal instruction or supervision. Project a professional company image through in-person and phone interaction.Responsible for all administrative tasks pertaining to department functions.

Administration work – Projects - Prepare, implement and monitor project schedules and project progress, prepare monthly progress report, plan and coordinate all work on site to ensure smooth implementation of project within a specific time frame. Liaise with Admin and Production Department for availability of aviation light and other equipment and coordinate on the timely delivery of goods to site, supervise the subcontractor works, monitor the progress of works to ensure quality works, timely completion of projects and ensure the project cost within the project budget. Recommend progress payment for subcontractor, responsible to carry out the joint site evaluation with the client’s representative and ensure issue of testing & commissioning (T&C) certificates. Ensure all documents for the preparation of final account are properly recorded. Scope of work will be revised depending on The Management needs or request. Others related duties as and when assigned by The Management from time to time .

DUTIES & RESPONSIBILITIES

Accounts & Credit Control

Prepare Quotation, Invoice, Delivery Order, and Purchases Order;
Prepare monthly accounts, monthly expenses cheques, and monthly bank reconciliation;
Key in data into Accounting Systems;
Prepare Petty Cash Report;
Key in the Fixed Assets data into Fixed Assest Schedule ;
Update Customer Data into Google Drive and other necessary system Schedule;

Admin

Responsible for establishing and maintaining official documents and records in appropriate files;
Monitors phone traffic / door entry;
May receive visits or calls regarding complaints which may be resolved or referred to proper person for resolution;
Monitoring the Stock Inventory;
Liaison with Suppliers, Customers, Banker, Government officer & other outsiders;
Arrange & follow up for export & import shipment and courier pick up;
ISO Documentations. Research and assist with preparation of policies and procedures;
Employee Training Update Record ;
Indoor Sales
Prepare the Marketing Material (eg: brochures and etc.) & Sample Units for Local & Overseas Sales Presentation;
List down and order the stationery list & staff refreshment require to Senior Executive;
Prepare monthly Housekeeping Schedule;

KEY ACCOUNTABILITIES

DESCRIPTION	KEY PERFORMANCE INDEX (KPI)
Policies & Procedures: Follow all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.	Audit of compliance to Standard Operatiing Procedures (SOP) and Work Instructions (WI).
Knowledge of Product BOM & Processes: Familiar with description of products and materials (type, specification, Bill of Material (BOM), unit of quantity, unit of measure, application) in order to provide the right materials requisitioned.	Knowledge of BOM. Adhere to production processes.
Location of Materials: Familiar with location of material in order to locate and issue the requisitioned material in time and of the right quantity.	Reject rate. Quality documentation.
Issue Control: Issue materials as per approved procedures to ensure materials issued are as per requisitions received and delivery is made to authorized personnel.	Soundness of filing system, retrivibility of records.
Classification System: Applies a physical classification system to items of similar nature to be stored in pre-designated locations for ease of access and optimisation of time and efforts in material handling	Audit of stock racking.
Record Keeping: Implement and maintain a filing system that ensures Goods issued and other documents are preserved and easily retrived.	Correct stock count with minimal errors. Implementation of recording in Odoo ERP.
Stock Count: Coordinate and participate in special and scheduled stock counts as required.	Correct stock count with minimal errors.
Safety, Quality & Environment: Follow all relevant safety, quality and environmental control procedures and instruction so that personal safety and the safety of others is not jeopardised and maximum level or product/servie quality and minimum environmental impact is guaranteed.	Audit of compliance to safety, quality and environmental procedures and instruction. Frequency of safety incidents and near misses. Quality improvement reports.
5S: Constantly practice and maintain 5S (Sort, Set-in-order, Shine, Standardize, Sustain) in workplace to improve efficiency and reduce waste from manufacturing processes.	Audit of compliance to 5S. 5S Improvement reports.

SKILLS & EXPERIENCES

Thorough knowledge of modern office practices and procedures and the use of office machines and equipment;
Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, business professionals, and the general public;
Ability to project a positive, concerned image to the public and customer;
Ability to communicate effectively orally and in writing;
Sufficient skill in typing to complete 60 wpm accurately and the ability to take sufficient notes at a meeting from which to prepare an accurate record of events;
Working knowledge of Microsoft Office 2007 Suite (Word, Excel, Powerpoint) or OpenOffice;
Any equivalent combination of training and experience;
With good and initiative attitude;
Must demonstrate a high degree of organization and follow through;
Problem solving skills;
Independent, hardworking & fast response;

MINIMUM QUALIFICATION

SPM, diploma, technical college or university or at least 1 year working experience.

Note:

AVIALITE reserves the right to revise or change job duties or responsibilities as the need arises with the cooperation and agreement of current position holder. This job description does not constitute a written or implied contract of employment.

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