Administrative Executive

2 weeks ago

Klang, Selangor, Malaysia Biosensors Interventional Technologies Pte Ltd Full time 40,000 - 80,000 per year

Position Summary

This role is to support the Country Manager on the sales and marketing administration of the business. He/she should help with the formulation of admin processes, organisation of business meetings, maintenance of customers, distributors, sales, marketing and admin records/database for business continuity. He/she is to ensure all sales & marketing activities comply with legal and ethical standards, and that documented processes, procedures and internal quality management system are followed and adhere to.

Position Responsibilities

Sales & Marketing Admin Functions

  • Supports the Country Manager on the organization of sales & marketing meetings e.g. MBR, Business Trips, Weekly Meeting
  • Takes meeting minutes and keep record
  • Verifies & route documents such as invoices, price application, pre-approval forms, cheque requisitions, debit/credit notes, etc. to ensure authenticity and prompt submission to various departments for approval, billing and payment
  • Acts as a window for all staff related claims to ensure compliance to company policy and regulations
  • Maintenance of GDPMD certifications and various company licenses
  • Maintains proper filing for company, customers and distributors' information and related documents for quality audit (e.g. GDPMD licence, import licence, wholesale licence, physician consultation agreement, distribution agreement, training records, pre-market surveillance, sponsorship letters, etc)
  • Maintains clear record of PARF to help the Country Manager in the tracking of marketing expenses
  • Conducts internal communication for Sales & Marketing team on Admin, Finance, Legal & Compliance Processes
  • Assists in the printing of product brochures, development of sales collaterals for sales promotion. Keep clear record of the distribution of these materials
  • Arranges and co-ordinates with courier services
  • Be responsive to any new duties assign as and when required by the Manager

Co-ordination/Organisation of Events

  • Supports the Country / Marketing Manager on the co-ordination and organization of local congresses and events. e.g. HBR Summit
  • Manages the logistics arrangements of overseas conferences and events. e.g. hotel booking, conference registration, airport transfer
  • Reconciliation of expenses after the events

Position Requirements

  • At least A level or diploma in any discipline
  • Bilingual in English and Mandarin to liaise with stakeholders across the region
  • Minimum 2 years of relevant working experience in administrative support or marketing functions
  • Proficient in Microsoft Outlook, Word, Excel, PowerPoint. Ability to use SAP will be a plus
  • Strong organisational skills and had the ability to drill down into details while not losing sight of the big picture
  • Strong ability to multi-task, work under pressure & deliver quality results with speed and minimum supervision
  • Excellent interpersonal and communication skills

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