Administrative Team Lead

5 days ago


Johor Bahru, Johor, Malaysia Infinite Group Full time
Job Description

As an Administrative Team Lead, you will play a vital role in supporting our operations team. Your primary responsibility will be to provide administrative assistance, ensuring smooth day-to-day operations and effective communication among departments.

Responsibilities
  • Support Department Heads: Assist department heads in managing their daily tasks, coordinating activities, and ensuring timely completion of projects.
  • Manage Sales Tax Invoices: Prepare, submit, and follow-up on sales tax invoices and delivery orders as required, maintaining accurate records.
  • Documentation: Upload essential documents into customer portals and databases, ensuring compliance and accuracy.
  • Debtor Invoices and Delivery Orders: Distribute approved debtor invoices and track acknowledged delivery orders with respective engineers, facilitating efficient communication.
  • Customer Claims: Address customer progressive claims, resolving issues promptly and professionally.
  • Website Maintenance: Ensure the company website remains up-to-date with the latest completed projects, reflecting our commitment to quality.
  • General Administration: Perform various administrative tasks, including filing, photocopying, scanning, and uploading documents into servers and SQL systems, maintaining organized records.
  • ISO Documentation: Manage ISO documentation and administration, ensuring compliance and accuracy, and adhering to industry standards.
  • Organizational Records: Maintain accurate organizational records, implementing and updating a proper filing system, facilitating easy access to information.
  • Data Analysis: Prepare data analysis reports for the project department every quarter, providing actionable insights and recommendations.
  • Communication: Foster effective communication with customers and internal personnel, building strong relationships and trust.
  • Meetings and Presentations: Conduct standard and ad-hoc meetings, preparing presentation slides for management reviews, and presenting findings and recommendations.
  • Debtors Statement Reconciliation: Prepare monthly debtors statement reconciliations, ensuring accuracy and transparency.
  • Customer Liaison: Liaise with customers for collection follow-ups, payment status updates, and other inquiries, providing exceptional customer service.
  • Payment Records: Update customer payment records into SQL systems, budget sheets, and pending job lists, ensuring accuracy and completeness.

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