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Admin Assistant

AVIALITE SDN. BHD.
21, Jalan PBS 14/3, Taman Perindustrian Bukit Serdang, Seri Kembangan SGR 43300, Malaysia
16/11/2016 03:40:25

JOB TITLE: Admin Assistant 

DEPARTMENT: Production

REPORTING TO: Senior Executive 

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

DUTIES & RESPONSIBILITIES

Accounts & Credit Control
  1. Prepare Quotation, Invoice, Delivery Order, and Purchases Order ;
  2. Prepare monthly accounts, monthly expenses cheques, and monthly bank reconciliation ;
  3. Key in data into Accounting System;
  4. Prepare Petty Cash Reports;
  5. Key in the Fixed Assets data into Fixed Asset Schedule;
  6. Update Customer Data into Google Drive and other necessary system.

Admin

  1. Responsible for establishing and maintaining official documents and records in appropriate files ;
  2. Monitors phone traffic / door entry;
  3. May receive visits or calls regarding complaints which may be resolved or referred to proper person for resolution ;
  4. Monitoring the Stock Inventory ;
  5. Liaison with Suppliers, Customers, Banker, Government officer & other outsiders ;
  6. Arrange & follow up for export & import shipment and courier pick up ;
  7. ISO Documentations. Research and assist with preparation of policies and procedures ;
  8. Employee Training Update Record ;
  9. Indoor Sales ;
  10. Office cleaning & tidy up;
  11. Prepare the Marketing Material (eg: brochures and etc.) & Sample Units for Local & Overseas Sales Presentation ;
  12. List down and order the stationery list & staff refreshment require to Senior Executive ;
  13. 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

  1. Thorough knowledge of modern office practices and procedures and the use of office machines and equipment ;
  2. Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, business professionals, and the general public ;
  3. Ability to project a positive, concerned image to the public and customer ;
  4. Ability to communicate effectively orally and in writing ;
  5. 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 ;
  6. Working knowledge of Microsoft Office 2007 Suite (Word, Excel, Powerpoint) or OpenOffice ;
  7. Any equivalent combination of training and experience ;
  8. With good and initiative attitude ;
  9. Must demonstrate a high degree of organization and follow through ;
  10. Problem solving skills ;
  11. Independent, hardworking & fast response .

MINIMUM QUALIFICATION

Certificate.

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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