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Administration Executive

REF. JPH237

TRADE AND DISTRIBUTION | Finance and Administration

European Multinational Company in the luxury segment

Functions

  • Assist General Manager in the overall business operation, administrative matters, travel arrangement, recruitment of staff, insurance matters , liaise with the secretarial, auditor, tax agent for submission of documents to the relevant authority.
  • Overseeing the warehouse/delivery staff on warehousing, deliveries and incoming shipments.
  • Checking all receipt and paperwork for Retail Team.
  • Assist in all orders, shipment, payment, marketing and customer service to our wholesalers in South East Asia. All work that may arise from time to me.
  • Duties and responsibilities
  • Office duties
  • Supervise the warehouse/delivery staff on stocks for the two stores.
  • Liaise with forwarder on incoming shipment, and wholesale's forwarder for pickup.
  • Liaise on the yearly matter pertaining to documents needed by the secretary, auditors and tax agent.
  • Review the insurance coverage for staff, employment matters with regards to work permit application and renewal.
  • Issue of cheques once the payment vouchers are raised up by accountant.
  • Liaise with travel agents on General Manager's trip to wholesalers, Spain, Paris and Frankfurt.
  • Submit travel expenses
  • Update monthly retail and wholesale report.
  • Send regular high resolution pictures and product information to the journalists. Update Marketing Report
  • Wholesale customers
  • Monitor orders to be confirmed by Spain
  • Monitor payment before and after shipment
  • Monitor backorder and invoice
  • Update Statement of Account for customers' review
  • Administration of marketing service
  • Dissemination of high resolution picture and product information
  • Retail
  • Help coordinate delivery to stores and customer's place
  • Check sales receipts with bank print out
  • Tally month end figure to retail pro before submission of account
  • Promotion - To help in preparation of mobile labels
  • 4. Newsclipping
  • Update Mobile Monitoring Form and ROI for head office for reporting
  • Send to publishers update of new products and marketing materials

Requirements

  • Qualifications
  • Education: GCE or O level
  • Specialized knowledge: Secretarial Certificate
  • Microsoft Office
  • Certificate of Proficiency in Office Organization and Secretarial Duties
  • Multi-taking ability

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