Administrative Executive

Roles and responsibilities

• SAP & Systems Enhancement & Maintenance – Conduct User Acceptance Testing (UAT) on behalf of the sales team to ensure smooth customer interaction and customer service. Troubleshoot SAP and Connect systems to support back-office invoicing
• Sales Support – Maintain discounts as per approved Cost Build Up, maintain monthly campaign systems setup, maintain down payment assist in SAP
• Procurement – Process asset requisitions and procurement related to projects and day-to-day operational requirements in the areas of Network and Facilities, Marketing, Sales and Aftersales
• Financial – Recovery and invoice correction of short collections and upsells from showroom invoice and aftersales billing
• Human Resources – ensure employees are aligned as per the org. unit and cost centre, process outsource manpower requisitions, vacancies, leavers and replacement roles
• Network and Facilities – Works hand in hand with Network and Real Estate teams to facilitate new location setup and refurbishments, Trade License renewals, etc.
  

Required skills to be successful:

• Organizational Skills
• Technical Proficiency
• Attention to Detail
• Time Management
  

About the team:

In this role, you will be working in a fast paced and dynamic environment reporting directly to the Administration Manager.

What equips you for the role:

• Highschool Diploma or College Degree
• Minimum of 2-3 years’ experience in a similar role
• Microsoft Office proficiency
• SAP knowledge is a plus

Desired candidate profile

• Office Administration:

  • Perform general office duties such as answering phone calls, handling correspondence (emails, letters, and memos), and greeting visitors.
  • Manage office supplies and maintain inventory, ensuring that necessary materials are always available.
  • Maintain and organize office files, both physical and electronic, ensuring information is easily accessible.
  • Coordinate office services, such as cleaning, maintenance, and technical support.

• Scheduling and Calendar Management:

  • Manage and schedule appointments, meetings, and events for executives or teams, ensuring there are no conflicts.
  • Prepare meeting agendas, arrange meeting logistics (e.g., room bookings, catering, AV equipment), and take minutes when necessary.
  • Monitor and update calendars, ensuring that all commitments and deadlines are met.

• Communication and Correspondence:

  • Serve as a point of contact for internal and external stakeholders, answering inquiries or directing them to the appropriate individual or department.
  • Draft, proofread, and send communications on behalf of management or team members (emails, memos, reports).
  • Maintain effective communication between different departments and ensure information flows smoothly throughout the organization.

• Data Entry and Document Management:

  • Input data into spreadsheets, databases, or other management systems.
  • Prepare and edit documents, presentations, and reports as needed (e.g., PowerPoint presentations, Word documents, Excel spreadsheets).
  • Organize and maintain physical and electronic documents to ensure compliance with company policies and legal requirements.

• Travel and Event Coordination:

  • Arrange travel accommodations, such as flights, hotels, and transportation, for employees or executives.
  • Organize business trips, conferences, or company events, including coordinating logistics and budgeting.
  • Ensure that travel itineraries and related documentation are accurate and prepared in advance.

• Financial and Budgeting Support:

  • Assist in tracking expenses, preparing invoices, and processing purchase orders.
  • Help with budget preparation and monitoring, ensuring that expenditures align with organizational goals.
  • Reconcile receipts and expenses for business-related travel or office purchases.