Account & Admin Clerk

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Job Summary:

The Account & Admin Clerk plays a vital role in providing administrative support to ensure the efficient operation across the company and its group of companies and affiliated entities (the "Group"). This position involves a variety of tasks, including maintaining accurate and up-to-date financial records, handling incoming calls, managing correspondence, maintaining office supplies, and assisting with general office operations within the Group. The ideal candidate will be organized, detail-oriented, and able to multitask effectively in a fast-paced environment within the Group.

Responsibilities:

1. Office Administration:

● Welcome and assist visitors with professionalism and courtesy.

● Answer and direct incoming calls and inquiries to appropriate contacts across the company and its group of companies .

● Handle incoming and outgoing mail and deliveries efficiently across the company and its group of companies.

● Perform various word processing tasks, including drafting correspondence, memos, reports and presentations.

● Maintain office filing and storage systems, both physical and electronic across the company and its group of companies.

● Monitor and replenish office supplies and equipment.

● Follow up with clients, visitors, and vendors via email or phone as needed.

Revision 1

● Coordinate and monitor office maintenance and servicing to uphold a conducive working environment.

1. Administrative Support:

● Schedule and coordinate physical and virtual meetings, appointments and events.

● Arrange logistics for meetings, including room setup, Zoom meeting, calendar invitation, catering, and audiovisual equipment.

● Support government applications and handle related documentation.

● Assist with travel arrangements and accommodations for staff and visitors.

1. Documentation and Correspondence:

● Assist with the filing and e-filing of expenses bills, purchases bills, claim forms, payment proof and other forms.

● Generate and process Purchase Order, Quotation, Invoice, Delivery Order, Official Receipts and Payment Vouchers.

● Check schedule for payment due and send payment proof to respective service

provider

● Maintain accurate records and databases, ensuring data integrity and confidentiality.

● Create and maintain spreadsheets and presentations as required.

● Understand and identify the expenses with correct Expenses Type to prepare claim forms by compiling payment voucher, softcopy and hardcopy invoices and receipts.

● Send claim forms and payment proof to the claim person to ensure the amount is correct.

● Obtain invoices through various subscription portals for expenses record-keeping.

● Collaborate with the Company Accountant to address expenses queries and ensure accurate record-keeping.

● Support external provider assessment processes with necessary documentation.

1. Communication and Coordination:

● Foster effective communication within the team to facilitate smooth workflow and coordination.

● Handle inquiries and requests from internal and external parties promptly and professionally.

1. Problem Solving and Initiative:

● Proactively identify and address administrative challenges, proposing process improvements as needed.

● Take initiative to complete tasks and follow up on outstanding items.

Qualifications:

• Bachelor's degree in Business Administration, Office Administration, or a related
• field preferred.
• Proven experience in administrative support roles.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other
• relevant software applications.
• Strong organizational and multitasking skills, with a keen eye for detail.
• Excellent communication and interpersonal abilities.
• Ability to work independently and in a team collaboratively in a fast-paced
• environment.
• Familiarity with office equipment and procedures.
• Knowledge of accounting principles and experience with expense tracking systems is an advantage.

Job Type: Permanent

Pay: From RM3,000.00 per month

Benefits:

• Flexible schedule
• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Work Location: In person