Assistant : Administration

Position Overview: The Assistant, Operations will be responsible for managing payment-related processes, ensuring efficient sales documentation, and supporting daily operational functions. This role requires strong coordination skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Key Responsibilities:

Payments-Related Duties

• Update all pending remittances and bank-in slip requests from Finance on a dally basis.

• Submit Payment Request Forms to Finance for processing payments related to seminars, bank drafts, and any other relevant documents.

• Coordinate with Directors for signatures on operation-related documents to ensure smooth processing.

Sales Documentation Process

• Process sales-related documentation, including invoices and delivery orders, within 15-20 minutes of receiving prescriptions.

• Ensure all documentation is accurate, complete, and aligned with company policies.

Prescription Book Management

• Maintain and update the prescriptions book regularly to ensure accuracy and completeness.

Claims Management

• Submit petty cash claims twice a month to Finance.

• Ensure the monthly sales report, including incentive and commission details, is submitted by the end of each month.

• Process special claims for office staff as required.

Fixed Asset Register

• Ensure all company assets are properly registered and updated in the fixed asset register.

Inventory Management

• Identify and liaise with suppliers for procurement needs.

• Obtain and evaluate supplier quotes for cost-effectiveness.

• Manage the ordering process and ensure timely delivery of inventory items.

• Ensure stationeries stock and packaging stock in sequence and appropriate amount.

Courler Service Coordination

• Assist in tracking delivery status for courier services such as Lalamove and Grab.

• Update status reports and communicate updates within the team.

Qualifications:

• Diploma or degree in Business Administration, Accounting, or a related field.

• Minimum 1-2 years of relevant work experience in operations, administration, or finance.

• Strong organizational skills and attention to detail.

• Ability to multitask and work efficiently under tight deadlines.

• Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with accounting or ERP systems is a plus.

• Good communication and coordination skills.