Administrative Assistant

Location:

Department:

Reports to:

Job Summary:

Administrative Assistant

Key Responsibilities:

• Administrative Support:

• Provide general administrative support to the team, including scheduling meetings, organizing travel, and handling correspondence.
• Provide Logistic support on VISA, Ticketing and Hotel Booking
• Manage and maintain office supplies and inventory, ensuring timely restocking and adherence to budgets.
• Prepare reports, presentations, and other documentation as requested by management.

• SAP Data Entry and Management:

• Use SAP to process purchase orders, sales orders, and invoices.
• Enter and maintain accurate data within the SAP system, ensuring that all information is up-to-date and aligned with company processes.
• Track inventory levels, monitor stock, and place orders using SAP materials management (MM) module.
• Coordinate with internal teams to resolve SAP-related discrepancies or issues.

• Procurement and Inventory Management:

• Assist the procurement team in placing orders through SAP and monitor delivery timelines.
• Update and maintain SAP with procurement-related information such as purchase requisitions, orders, and receipts.
• Support inventory management, using SAP to track the movement and status of goods.

• Financial Support:

• Assist with processing invoices and matching purchase orders in SAP for proper accounting and payment processing.
• Help with expense reports and financial documentation, ensuring accuracy and compliance with company policies.
• Generate basic financial reports, including procurement and expenditure summaries.

• Communication and Coordination:

• Liaise with vendors, suppliers, and other external partners as needed to ensure smooth administrative operations.
• Support various departments in coordinating administrative tasks and scheduling meetings or events.
• Work closely with finance and HR teams to ensure SAP data is consistent and complete for financial and reporting purposes.

Qualifications:

• Education:

Graduate any discipline with strong English communication

• Experience:

• Minimum of 2 years of administrative experience, with a strong understanding of SAP.
• Prior experience in a role that involves using SAP for procurement, inventory, and financial data management is highly preferred.
• Familiarity with SAP modules such as Materials Management (MM), Sales and Distribution (SD), and Finance (FI) is a plus.

• Skills & Competencies:

• Proficient in SAP software, especially in procurement, inventory, and financial modules.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as part of a team in a fast-paced environment.

• Additional Requirements:

• Strong time management skills and ability to prioritize tasks.
• Ability to maintain confidentiality and handle sensitive information.