Administrative Coordinator

Responsibilities:-

Administrative Duties

• Perform general administrative and clerical duties including filing, photocopying, scanning and document control.
• Prepare and maintain records, reports, correspondence and other administrative documents.
• Handle incoming and outgoing emails, letters and courier services.
• Maintain proper filing systems for company records and documents.
• Update and maintain employee, supplier, customer and operational records.

Data Entry & Record Management

• Perform accurate data entry into company systems and databases.
• Generate reports as requested by management.
• Maintain inventory and stock records with accuracy.
• Ensure all records are updated and properly archived.

Inventory & Stock Control

• Monitor stock movement and maintain stock inventory records.
• Verify stock receiving and issuance records.
• Reconcile stock discrepancies and report any variances to management.
• Assist in preparing inventory reports and stock movement summaries.

Customer Site Stock Take

• Conduct scheduled and ad-hoc stock take activities at customer premises.
• Verify physical inventory against stock records and system data.
• Prepare stock count reports and highlight any discrepancies identified.
• Coordinate with customer representatives during stock verification exercises.
• Ensure stock take documentation is completed accurately and submitted on time.
• Travel to customer locations as required to perform inventory checks and stock audits.

General Support

• Assist other departments with administrative support when required.
• Ensure compliance with company policies and procedures.
• Perform any other duties assigned by management from time to time.

Sales Administration & Documentation

• Prepare, issue and maintain accurate Invoices (IV) and Delivery Orders (DO) in accordance with company procedures.
• Ensure all invoices and delivery orders are properly recorded, filed and submitted to the relevant parties on a timely basis.
• Coordinate with customers and internal departments regarding invoicing and delivery documentation.
• Follow up on documentation discrepancies and ensure supporting documents are complete and accurate.

Project Coordination & Sales Order Fulfilment

• Assist in the coordination and monitoring of project-related administrative activities to ensure smooth project execution.
• Support project teams by maintaining project records, schedules and related documentation.
• Assist in processing and tracking customer sales orders from receipt through to fulfilment.
• Coordinate with relevant departments to ensure timely delivery of products and services according to customer requirements.
• Monitor order status and provide updates to customers and management when required.
• Ensure sales orders, delivery schedules, and project documentation are properly maintained and updated.

Requirements

1. Minimum SPM, Diploma or equivalent qualification.
2. At least 1 year of experience in administration, inventory control or related field.
3. Proficient in Microsoft Office (Word, Excel, PowerPoint).
4. Good organizational and record-keeping skills.
5. Able to work independently with minimal supervision.
6. Possess good communication and interpersonal skills.
7. Willing to travel to customer sites for stock take activities.
8. Possess own transport and valid driving license (preferred).

Key Competencies

1. Attention to detail.
2. Accuracy in data entry and reporting.
3. Time management.
4. Teamwork.
5. Problem-solving skills.
6. Integrity and accountability.