Secretary cum Sales Coordinator

2 days ago

Cheras, Selangor, Malaysia Paragon Union Berhad (PUB) Full time 40,000 - 60,000 per year

Daily Tasks

  • Manage communication, including emails and phone calls.
  • Manage the day-to-day calendar for the Senior GM and prepare weekly schedules for the company (PCCC, PCM, PCD).
  • Operate office equipment such as printers, photocopiers, etc.
  • Schedule appointments, meetings, and reservations as needed.
  • Check and process all customer purchase orders, verify details and distribute them to the relevant departments.
  • Respond to customer inquiries (quotations, purchase orders, documents, etc.).
  • Manage and prepare documents requiring SGM's signature and approval.
  • Manage and sort documents requiring the MD's signature and approval.
  • Other task given by SGM.

Monthly Tasks

  • Prepare monthly KPI reports for the BD office.
  • Organize management meetings and record meeting minutes.
  • Prepare monthly claims for the Senior General Manager and compile monthly claims for PCCC staff.
  • Download and share monthly Proton and Perodua briefing slides.
  • Share monthly customer forecasts and DI updates.
  • Submit Perodua monthly risk assessments to the designated PIC.
  • Provide sales data to SHE and Maintenance departments.
  • Manage customer e-systems, including:

Promise, BMW Partner Portal, SAQ Portal, PSA B2B, PSSB Superb, ODS, BMW E-Procurement, Honda I- Supplier, TCMA I-Supplier, Proton SAP, etc.

  • Handle RFQ administration, including:

i) Coordinating RFQ meetings

ii) Distributing specifications

iii) Preparing tender documents

vi) Preparing quotations

Ad-hoc Tasks

  • Develop and maintain an alert system for upcoming deadlines, incoming requests, projects, and events.
  • Prepare festive gift lists and budgets (e.g., hampers for PCCC).
  • Manage the GM's complex travel arrangements.
  • Coordinate PCCC staff travel arrangements, including transportation and accommodation.
  • Update the BMW SAQ Questionnaire annually.
  • Prepare annual IATF documents for the BD Department.
  • Prepare customer audit documentation when required.
  • Serve as an internal audit auditor.
  • Conduct customer satisfaction surveys.
  • Handle new vendor registration applications.
  • Update yearly customer databases (Proton, Perodua, BMW, KIA, etc.).
  • Prepare project listings for bank submissions.
  • Communicate with customers regarding delivery arrangements (Autoliv, Bridgestone, Honda Parts, etc.).
  • Arrange meeting facilities and refreshments when required.
  • Process yearly subscription and membership payments (e.g., P2SA, PVA, MACPMA, etc.).
  • Update the BMW SAQ Questionnaire annually (CSR requirements).
  • Other tasks given by SGM on ad-hov basis.

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