Administration Assistant

Responsibilities:

• Raise Purchase Requisition (PR) requests to Procurement via SharePoint.
• Handle purchases/billings/payments related to SAP / Ezy Pay / Evolve (various Procurement application platforms)
• Coordinate and apply T-badge & Visitor badge for service vendors and/or visitors.
• Handle Withholding Tax as needed.
• Follow-up with vendors after Purchase Orders (PO) issuance to arrange for site visit.
• Arrange for ad-hoc visit by vendors based on planned maintenance schedule as advised by Maintenance & Calibration (M&C) team. Check that there is valid PO with balance amount before arranging for vendor site visit. Else, will need to raise request Procurement to top up PO amount first (requires PO approval).
• Collect DO (Delivery Order) forms from Lab M&C Team and pass to Warehouse (W/H) for W/H to do system GR (Goods Receipt). Follow-up with system GR related issues e.g. quantity or unit price do not tally.
• Verify Form of Acceptance (FOA) &documentation submission by vendors to business for SES / invoice payment. Note: Verification of 3rd party lab tests FOAs require use of Sample Manager application (training will be provided).
• Resolve GR / FOA / invoice billing discrepancies (e.g. 3rd party labs, material & service vendors incl. sample transport service)
• Hardcopy filing & scanning of documents (e.g. Lab M&C calibration data sheets, COAs, etc.)
• Arrange freight & logistics for sending samples overseas for samples that are handled through Lab (infrequent)
• Any other administrative activities as instructed by supervisor from time to time

Requirements:

• Knowledge on SAP system and purchase-to-pay process is preferred
• Adaptable, effective communication skills, team player, shows initiative, eye for details, applies learning.
• Job scopes detailed above requires audit compliance.