Admin Assistant

Job Title: Admin Assistant

Department: Administration

Location: Pavilion, Kuala Lumpur

Reports To: Group Finance & Admin Manager

Job Summary

The Admin Assistant is responsible for providing administrative and clerical support to ensure the smooth operation of the company's wholesale, retail, and finance functions. This includes assisting in documentation for government submissions (ePerolehan), supporting daily administrative tasks at the retail hearing aid centres, and helping with finance-related duties such as e-invoicing, bookkeeping, and record maintenance.

Key Responsibilities1. Wholesale Documentation Support

• Prepare and submit all necessary documents related to wholesale audiology product sales and tenders via the ePerolehan portal.
• Ensure all documents (quotation, product specification, certification, company profile, etc.) are complete, accurate, and submitted within the required deadlines.
• Maintain proper filing and tracking of tender submissions, approvals, and correspondences with government departments or agencies.
• Coordinate with suppliers and internal teams for required supporting documents.
• Update and maintain the company profile and registration details in ePerolehan and other government portals as required.

2. Retail Administrative Support

• Provide administrative assistance to retail hearing aid centres, including scheduling, client documentation, inventory records, and general office coordination.
• Assist in preparing client invoices, receipts, and other relevant paperwork.
• Manage courier arrangements, office supplies, and service contracts for retail outlets.
• Support the audiologist team with patient file organisation and record management (both physical and digital).
• Liaise with HQ for administrative or operational matters related to the retail centres.

3. Finance and Accounting Support

• Assist in e-invoice submission via government or vendor portals.
• Support basic bookkeeping activities such as data entry, payment recording, and reconciliation of petty cash or expense claims.
• Ensure all accounting documents (invoices, receipts, payment vouchers) are properly filed and available for audit reference.
• Coordinate with vendors for billing enquiries, statement verification, and document follow-up.
• Support the finance team in preparing monthly reports or ad-hoc administrative tasks as required.

4. General Administrative Duties

• Maintain and update internal databases, contact lists, and administrative records.
• Handle incoming and outgoing correspondence (emails, letters, courier).
• Ensure confidentiality and security of company documents and information.
• Perform any other administrative or clerical duties as assigned by management.

Qualifications and Requirements

• Diploma or equivalent qualification in Business Administration, Accounting, or a related field.
• Minimum 1–2 years of working experience in administrative support or a related role.
• Familiarity with ePerolehan system or government tender processes is an advantage.
• Basic knowledge of bookkeeping and accounting practices.
• Proficient in Google Suite and comfortable using online portals or systems.
• Good communication skills in English and Bahasa Malaysia (both written and spoken).
• Strong attention to detail, good organisational skills, and ability to meet deadlines.
• Responsible, reliable, and able to work independently with minimal supervision.

Working Hours

Monday to Friday, 10.00am – 7.00pm

Job Type: Contract

Contract length: 12 months

Pay: RM1, RM2,000.00 per month

Benefits:

• Dental insurance
• Health insurance
• Maternity leave
• Vision insurance

Work Location: In person