Admin & Accounts Assistant

Despite this reporting structure, you shall support the efforts of the Management team and work together to achieve the business objectives of the company.

Key responsibilities including but not limited to:

Procurement & Accounts Responsibilities:

• Oversee the entire Purchase Requisition (PR) to Purchase Order (PO) process.
• Prepare and process PO based on approved requirements.
• Issue PO to suppliers and vendors in a timely and accurate manner.
• Maintain and update the PO Listing file on weekly and monthly basis.
• Ensure accuracy in matching invoices with orders.
• Maintain updated records of purchased products, delivery information and invoices.
• Monitor the status of unprocessed POs and resolve any outstanding issues promptly
• Monitor the PO status has been completed and follow-up on non-activities PO.
• Maintain and organize procurement and administrative documents for easy access and retrieval.
• Assist in the preparation of reports related to procurement activities E.g. PO Log
• Maintain and updates vendor list and profile.
• Conduct monthly stock take.
• Ensure compliance with company policies and procurement regulations.
• Provide support in month-end & year-end closing

HR Responsibilities:

· Ensure employees’ attendance is correctly input into Times Software.

· Disseminate approved timesheet to all employees for acknowledgement.

· Update employees’ nonpaid leave into HR database.

· Collate daily submissions of statutory leave forms and update into HR database.

· Create monthly organisation Master Schedule.

· Create annual management Program Schedule.

· Create annual MAEH Calendar.

Admin Responsibilities:

· Maintain uniform inventory.

· Order and replenish of pantry and office supplies.

· Maintain proper filing system for both Procurement & HR.

· Lead and assist company’s monthly birthday celebration.

· Lead and assist company’s festive celebration.

· Lead and assist yearly housekeeping with inter departments.

· Provide support to HR Department as and when necessary, e.g (guest visiting, onboarding).

· Collaborate with other departments to ensure smooth workflow and communication.