Office Service Administrator

**Job Overview**:
In this role, you will be responsible for managing purchase requisitions, coordinating procurement processes, handling invoice verifications, and supporting general administrative tasks. You will play a key role in ensuring smooth operations across departments, maintaining accurate records, and contributing to overall office efficiency. This position is ideal for individuals with a strong sense of responsibility, excellent communication skills, and a keen eye for detail.

**Key Responsibilities**:

- Receive and process Purchase Requisitions (PRs) from various locations, ensuring accuracy, completeness, and adherence to company procurement policies.
- Generate Purchase Request (PR) and issue Purchase Orders (POs) to approved vendors based on approved PRs, ensuring proper authorization and data entry into the system.
- Track and follow up on POs with vendors to ensure timely delivery of goods or services as per agreements.
- Process Goods Receipts (GRs) upon verification of goods or services delivery, coordinating with relevant internal departments to confirm receipt and quality.
- Ensure accurate data entry into systems SAP, Sales Order, GRN and etc.
- Assist with audit preparation and ensure compliance with environmental and safety standards.
- Receive, verify, and validate service invoices against corresponding Purchase Orders (POs) and Goods Receipts (GRs).
- Identify and resolve any discrepancies or issues with invoices by liaising effectively with vendors, internal departments (e.g., operations, engineering), and the finance team.
- Prepare and compile service invoices and supporting documentation for submission to the finance department for timely payment processing.
- Establish and maintain highly organized physical and digital filing systems for all procurement, financial, and general office documents.
- Ensure accurate data entry and systematic archiving of records, facilitating easy retrieval when needed.
- Assist in preparing summary reports related to procurement activities, expenditure tracking, or other administrative data as requested.
- Manage and monitor stock levels of spare parts, consumables and chemicals used in service works and initiate purchase requisitions to ensure adequate inventory.
- Create and track material requisitions for service jobs.
- Support inventory reconciliation and stock-taking for service-related items
- Handle incoming and outgoing mail, packages, and courier services.
- Assist with scheduling meetings, preparing meeting rooms, and taking minutes as required.
- Provide general reception duties and support to visitors, ensuring a professional and welcoming environment.
- Contribute to maintaining overall office cleanliness, organization, and tidiness.
- Adhere strictly to all company policies and procedures regarding procurement, finance, data privacy, and record retention.
- Ensure all documentation is processed accurately and promptly to meet internal deadlines and support auditing requirements.

**Requirements**:

- Sijil Pelajaran Malaysia (SPM) / Sijil Tinggi Persekolahan Malaysia (STPM) qualification.
- Diploma in Business Administration, Office Management, Finance, Accounting, or a related field from a recognized Malaysian institution is preferred.
- Basic understanding of procurement processes and accounts payable functions.
- Excellent communication and interpersonal skills.

**How to Apply**:
Pay: RM2,200.00 - RM4,500.00 per month

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Puchong: Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

- What is the duration of your internship period?