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Executive Assistant

1 week ago

Klang, Selangor, Malaysia Different Technologies Pty Ltd. Full time

About Us

We are seeking an experienced Administrative Coordinator to join our team at Different Technologies Pty Ltd. The successful candidate will be responsible for managing daily administrative tasks, processing paperwork related to Vehicle Refurbishment Production, and providing secretarial support to the operational department.

The ideal candidate should possess:

  • Proficiency in various computer applications, including office productivity tools.
  • Strong communication and customer service skills to effectively liaise with internal teams and external stakeholders.
  • A keen attention to detail, ensuring accuracy in documentation and reporting.

Your Key Responsibilities

  • Invoice Processing: Receiving and verifying invoices, ensuring accuracy and compliance.
  • System Updates: Updating costs and uploading relevant documents into designated systems and databases.
  • PRPO Process: Raising purchase orders (PO), submitting to finance, and reconciling with the finance team's records.
  • Database & Reports: Updating vehicle details and monitoring related reports.
  • Payment Monitoring: Overseeing Accounts Payable (AP) and Debtor Statements to ensure timely contractor payments.
  • Petty Cash Management: Recording and handling the reimbursement process for petty cash.
  • Operational Administration:
  • Managing daily attendance reports and analysis.
  • Handling onboarding and offboarding processes.
  • Managing and auditing devices, driving licenses, and other operational tools.
  • Overseeing office supplies management, inventory control, and reporting.
  • Managing Trade Plates - audit & renewal process.
  • General Administrative Tasks:
  • Monitoring staff attendance and leave, preparing reports.
  • Managing filing systems, stationery requests, document preparation, typing, copying, binding, and scanning.
  • 5S Compliance: Ensuring all team members adhere to 5S operational standards.
  • Project Management: Scheduling, assigning administrative projects, and expediting work results (as when required)
  • Team Support: Assisting the team with organizational tasks and ensuring smooth communication.
  • Equipment Maintenance: Working with Facility & Maintenance dept to ensure proper functioning by performing preventive maintenance, managing inventory, and coordinating repairs.
  • Inventory Management: Monitoring stock levels, anticipating needs, and placing orders for supplies.
  • Team Contribution: Supporting overall team efforts by achieving related results when needed.

You Know-How

  • Educational Background: Tertiary qualifications or equivalent in a relevant field
  • Experience: Minimum of 3 years of experience in After Sales or Plant Assembly administration.
  • Adaptability: Demonstrated ability to thrive in fast-paced, dynamic work environments.
  • Technical Proficiency: Advanced computer skills with expertise in Google Workspace tools and other relevant software and systems.
  • Communication Skills: Strong interpersonal and communication skills, both verbal & written.
  • Problem Solving: Ability to manage tasks efficiently under pressure and meet tight deadlines.
  • Professionalism: Patience, professionalism, able to work under-pressure and adherence to workplace etiquette at all times.
  • Personal Attributes:
  • Self-driven, proactive, and able to work independently.
  • Dynamic, with a strong sense of integrity.
  • Highly organized, with excellent attention to detail and work ethics.