Office Administration Sales Support

1 week ago


Selangor, Malaysia Lucy Electric Full time

Job Advert

Internal Job Title**:Office Administration cum Sales Support**

Business**:Lucy Asia Pacific**
Location**:Selangor, Malaysia**
Job Reference No**:3386**

**1.** **Office**
- Maintain and update databases, spreadsheets, and filing systems accurately.
- Upkeep of office environment and condition.
- Ensure cleaners carry out their duties according to the requirements including maintaining cleanliness and hygiene.
- Manage office license registrations and fire extinguishers, ensuring compliance with all regulations and deadlines.
- Maintain and upkeep of office equipment / fixed assets.
- Manage travel arrangements for all employees.
- Coordinate with all suppliers and manage local procurement processes (Malaysia & Australia).
- Attend meeting, record & distribute minutes & Manage phone calls, correspondences, packages.
- Focal point for IT related matters - to work closely with Regional IT in Thailand.
- Purchase Assets, maintenance, set up laptop remotely with IT support.
- Ensure server room & all connections to LUCY is monitored.
- Support Health & Safety
- Fire Warden, First Aid, Attend H&S training, LIMS / Audit Report, monitoring of HIT Tickets.
- Champion Sustainability agenda including CSR activities.
- Communicate with UK Team on sustainability agenda, ad hoc reports etc.
- Submit Emission Data report monthly.
- Arrange and lead the agenda for CSR activities based on Group's requirement.
- General departmental (sales/finance) administrative duties as required.
- i.e.: Submit LC to Bank, bank-in cheque.
- Assist with new employees onboarding.
- Prepare access cards, car park etc.
- Any other tasks as assigned by superior.

**2.** **Logistic & Sales Support (Malaysia & Australia)**
- Support sales by liaising with forwarder, Factory and Customer.
- Verify shipping documents for all shipments.
- Raise Sales Orders and Purchase Orders.
- Issuance of sales Invoice - Back-up Finance Team
- Service Warranty - Register in D365 monthly.
- Track customer complaint forms — work closely with Service Team.

**Job Dimensions**
- To provide an administration service to the Director and other staff including smooth running of the office, day to day administration, filing, diary management, and travel arrangements.
- In the absence of Admin Administrator, the sales executive will be responsible for the job description as describe in this document.

**Key Accountabilities**

This position is responsible to organize all office administration service.

**Qualifications, Experience & Skills**
- Ability to understand the functioning of administration scope.
- Excellent customer service skills and the ability to communicate with the customer.
- Strong problem-solving skills and the ability to think critically and identify creative solutions.
- Ability to motivate and develop team members.
- Proficiency with relevant software and technologies
- Familiarity with industry standards and regulations

**Qualifications**:

- Diploma holder with good English communication.
- 3 years of experience in an administration support or leadership role

**Behavioural Competencies**
- Uses knowledge, communication, and relationship skills to positively influence.
- Strong work orientation, taking ownership to deliver on time every time.
- Assertive, tenacious, and willing to challenge when required.
- Proactive, takes the initiative and effectively deals with resistance.
- Trusted, credible partner.
- Strong team orientation, working effectively in virtual international teams.
- Enjoys challenges and strives to continuously Improve the way we work.



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