Position Title:    Office Admin/Sales Support ( This is 6 months Contract position)

Reports to:        Country Manager 

Job Responsibilities 

Purchase Order

• creation and supplier invoicing, invoice listing, manage payments
• PO creation and issuance, e.g., office supplies purchase and OCS fee, Marketing/CRE/HR/Payroll service fee
• Manual invoice: Scan, code, route for approval
• Supplier’s Invoicing: Invoicing request after PO approval
• Manage Invoice List for all Malaysia payments
• Payment: check payment date for suppliers / Communication with AP team for timely payment
• Payment of post & quick service
• Invoice coding for non-PO invoices
• Business Support for TD Malaysia employees 

Business Travels:

• Flight and hotel booking, visa application for TD Malaysia employees / Malaysia hotel reservation and invitation letter for visitors
• Support training & Customer Education: Receive applications, arrange logistic requirements (room reservation, applicant contact, certificates, refreshment, etc.)
• Corporate credit card: Application, modification, issuance to employees, termination
• T&E policy guide and payment check with Accounts Payable (AP) contact.
• Car parking application and change, termination for office building parking
• Email list administration
• Checking Expense Claim from sales team based on T&E Policy 

Office Management 

• Office supplies and Refreshment (coffee & tea, etc.), Water, etc. purchase
• Office repair and maintenance relevant for the main office
• Communicate with the building management office if there is any issue / Announce a notice to employees
• Office event announcement (Holiday announcement)
• Support office event 

Sales Support 

• Work with sales team to maintain up to date sales outlook and provide outlook summary
• Provide sales team the necessary administrative help to make contracts
• Book the contracted sales to the system
• Organize the logistics to deliver contracted products to customers
• Work with partners to get necessary certifications, like EMI.
• Any other sales support requested by the manager
• Assistance to other Groups 

CRE 

• Office facilities management and communication with local agencies
• Office cleaning and cleaners’ payment
• ID card control: creation, registration, termination for office and building access
• Coordinate with vendor and/or Teradata Security for office security system
• Any other CRE related support asked by the manager as deemed appropriate 

HR, Payroll and Tax 

• Enrolment and Termination of Employee Insurance
• Support Regional HR Partner (where local contact is required)
• Support HR Mobility Team for immigration activities (e.g work pass application submission, renewal etc.)
• Year-end employee deduction relevant support
• Local tax payment support/ Tax invoice number provide
• ITS

 Printer maintenance

• Local PC management and inventory
• Marketing support
• Assisting with promotional big events
• Helping to assess the results of a marketing campaign/activities
• Helping with market research
• Updating customer information
• Collecting information for new suppliers
• Any other admin support work requested by the manager 

Qualification: 

• With working knowledge of MS applications, Outlook, Excel, Word and PowerPoint
• With 3+ years of experience
• Self-starter who proactively seeks opportunities to add value.
• Can communicate with managers and customers at all levels.
• Can confidently operate autonomously with minimal supervision.
• With professional written and verbal communication skills; can independently compose routine correspondence
• Tactful and diplomatic in dealings, trustworthy in various sensitive and confidential situations;
• Proactive and with positive attitude.
• With a “can-do” attitude and willing to take on a broad and varied range of “as required” tasks.
• Highly organized with an eye for detail.
• Motivated and focused on delivering results in tight timeframes.
• Ability to multi-task.