Admin Assistant

2 days ago

Kuching, Sarawak, Malaysia IS DISTRIBUTIONS SB Full time 30,000 - 60,000 per year
Position Objective:

To support the Accounts and Administration Department in handling daily financial documentation, project file management, and customer billing.

Responsible for maintaining accurate records in AutoCount Accounting System, ensuring timely submission of project documents, and assisting in payment collection follow-ups.


 Key Responsibilities
1. Document & Filing Management

·       Organize and maintain all company documents such as quotations, purchase orders, delivery orders, invoices, receipts, and contracts.

·       Create and maintain project folders (both hardcopy and digital in Google Drive / OneDrive) categorized by project name, client, and month.

·       Collect and compile project photos, job sheets, signed documents, and completion reports from site teams.

·       Prepare and submit project completion files to clients for sign-off or handover.

·       Assist in preparing audit files and month-end closing documents.


2. Accounting & AutoCount System

·       Input and update transactions using AutoCount Accounting System (Invoices, Purchase Orders, Payments, Receipts).

·       Issue official documents such as Invoice, PO, DO, Credit Note, and Receipt.

·       Update customer payment records and follow up on outstanding collections.

·       Record supplier invoices, payment vouchers, and petty cash claims.

·       Prepare monthly expense and consumption reports for management review.


3. Project Submission & Payment Collection

·       Collect project documentation and photos from installers or technical teams after site completion.

·       Compile submission files (Invoice + DO + Job Sheet + Photos) and deliver to client.

·       Follow up on client acknowledgment and payment collection.

·       Record collection dates, outstanding balances, and remarks in tracking sheet.

·       Support account closing with verified project documentation.


4. Procurement & Supplier Coordination

·       Prepare purchase requisitions and supplier orders based on project or stock needs.

·       Communicate with suppliers for quotation, order confirmation, and delivery updates.

·       Verify goods received, prices, and invoice details for accuracy.

·       Handle returns, exchanges, and Credit Note documentation.


5. Meetings & Communication

·       Attend daily or weekly department meetings and prepare meeting minutes.

·       Distribute tasks and follow up on action items decided during meetings.

·       Communicate efficiently with Technical, Sales, and Warehouse teams.

·       Assist in maintaining internal SOPs, checklists, and workflow charts.


 Requirements
Education:

·       Diploma or higher in Accounting, Business Administration, or related field.

Skills:

·       Proficient in AutoCount Accounting System.

·       Strong knowledge of Microsoft Excel, Word, and basic document formatting.

·       Experience in invoicing, filing, and financial documentation.

·       Ability to record minutes, prepare reports, and manage document systems.

Personal Attributes:

·       Detail-oriented, organized, and responsible.

·       Proactive with good communication and coordination skills.

·       Able to multitask and meet deadlines under minimal supervision.

·       Team player with a positive attitude and learning mindset.


 Working Hours:

Monday – Friday

8:30 AM – 5:30 PM

Saturday

8:30 AM – 1:30 PM


 Benefits:

·       EPF / SOCSO / EIS

·       Annual & Medical Leave

·       Staff training (AutoCount, ISO, project documentation)

·       Career progression to Account Executive / Admin Coordinator

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