The administrative specialist is responsible for performing administrative and clerical duties to support business operations and ensuring the efficient and timely submission of outputs and business reports. He/she will assist the divisional management in tracking appointments and travels, coordinating with the client for scheduled meetings, negotiating contracts with suppliers and third-party vendors, and responding to client’s inquiries and concern or leading them to the correct personnel for their business needs. They must highly communicative and organized to do tasks within deadlines and under minimal supervision.

Document & Report

• Assist the sales team in preparing quotations, letters and sales contract to customers, and expense requests, prepare purchase requisitions.

• Assist sales in creating new accounts for customer information and vendor links.

• Update reports such as PCL, order book, back order, sales report.

• Update the purchase report, shipment status, and send it to the customer or vendor.

• Support the sales team on internal process involving admin work.

• Perform miscellaneous tasks such as copying, scanning, processing documents, and filling in relevant documents.

• Cooperate with other departments to ensure smooth workflow and process.

Inventory Management

• Monitor Inventory stock and alert the sales team about stock replenishment action.

• Create items code, drop shipping documents for inspector.

Reservation and Arrangement

• Assist in hotel reservations, meeting arrangements for guests and principals.

• Arrange team meeting and entertainment.

• Other tasks assigned by the Senior Administrative Specialist & Administrative Service Manager

• Bachelor’s degree in business administration or having an equivalent degree.

• Freshly graduated is acceptable.

• Good English Reading, writing skill and listening skills.

• Good knowledge of MS Office Applications.

• Communication skill

• Interpersonal skill

• Time management

• Problem solving

• Flexibility and professional

• Confident and supportive

• Good initiative and ownership