Administrative Assistant

2 days ago


Hulu Selangor, Malaysia BI (Malaysia) Sdn. Bhd Full time

**The Position**:
To assist Sales and Training department in administrative matters.

***Duties & Responsibilities**:
Events ( Meetings and Trainings)
- Performing/supporting clerical duties like completing expense request (e-PRs)
- Accurately performed end to end process workflow of events/trainings as according to requirements of stakeholders
- Ensuring all vendors/suppliers deliver high quality/standard products/services on time as according to contract/instructions
- Ensuring all invoicing (on the above mentioned) are correctly billed (by suppliers/vendors)
- Coordinate between sales & marketing to ensure smooth execution of sales activities
- Coordinate couriers and follow up as well as to send to sales team and branch offices
- Answer phone calls and make phone calls to vendors for room bookings, follow up on room bookings status and tax invoices
- Make phone calls to prepare room accommodation and meeting packages bookings
- Meet up with prospective vendors for future business opportunities
- Answer the door bell on behalf of the receptionist area when the receptionist is away
- When required, for Internal Events/Meetings responsibilities (if selected as committee members)
- Brainstorm & plan company event(s) which include but not limited to Annual/Mid-Year Conference, ADD, VTI Day
- Contribute creative ideas and suggestions to enhance the overall event experience
- Assist in coordinating logistics, including venue selections, catering & entertainment selections
- Attend committee meetings to stay informed & event details, updates & any changes in plans
- Support the execution of events (be presence when required with HoD approval), ensuring smooth & enjoyable experience for all attendees
- Uphold company values and foster a positive and an inclusive atmosphere during events
- Perform any other related duties as related to the above
HCP Claims
- Compilation of HCP claim and ensuring proper supporting documentations
- Creation of the new vendor form where necessary
- Validating the above mentioned with proper recording
- Ensuring all claims are signed off by head of sales without any delay (timely) before proceed to finance for payment

Tax Invoices
- Record incoming tax invoices form finance and ensure all tax invoices are signed off by head of sales and supervisor

Compliances & Code Of Conducts
- Ensure all vendors/suppliers adherence BI supplier code of conducts
- Compliant to BI code of conducts & policies

***Requirements**:

- Graduate of any field
- Min 1-2 years of similar experience providing admin support is fine
- Good English communication



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