Roles & Responsibilities

Job Summary

We are seeking a detail-oriented and organized individual to join our team as a Part-Time Administrative Assistant. The candidate will be responsible for various administrative tasks, including bookkeeping, order fulfillment, customer service, and inventory management.

Responsibilities

• Maintain accurate and up-to-date records of invoices and customer transactions.
• Process online orders efficiently, including packing and arranging logistics.
• Provide excellent customer service by responding promptly to inquiries and resolving issues.
• Monitor and update inventory levels to ensure accurate stock availability.
• Assist with other administrative tasks as needed.

Qualifications

• Strong organizational and time management skills.
• Proficiency in basic computer skills, including Microsoft Office Suite.
• Excellent attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Previous experience in bookkeeping or administrative roles is preferred but not required.

Client Relationship

· Takes ownership of a number of pre-defined clients

· Liaises with internal departments to ensure the requests are carried through respecting deadlines

· Follows up on incidents & tickets

· Escalate issues to Manager when appropriate

Quality Assurance

· Ensures quality of the execution of client orders

· Applies checking procedures and maintains sign off trail

· Guarantees SLA requirement are being met

· Ensures that KPIs are followed on a daily basis

Reporting

· Performs reporting for several purposes (invoicing, KPI, clients…)

· Keeps incident log and service request log up to date

Production Related

· Process the jobs and generate checklists

· Ensure sufficient stationery for processing the jobs

· Retrieve the lodgement confirmation from Production for verifying all jobs are lodged

· Arranging for couriers for deliveries and lodgements

Invoicing

· Validating checklists against the jobs processed in Odoo

· Preparation of monthly excels for month end invoicing

· Entering information/ data (such as print and barcodes) to be invoiced to clients

· Generating Invoices to be send to clients

Audits

· Assisting in Audits

· Handling vendors’ due diligence

Competencies required

· Client centric at all times

· Fluent in spoken and written English, more languages being an asset

· Attention to details

· Time management and organization skills

· Listening skills

· Team player

Client Administration

· Acts as a link between Victor Buck Services, the clients and the providers

· Communicates pro-actively towards the clients on production status and events

· Makes sure clients’ stock of stationary is sufficient and up to date when relevant

· Ensure jobs are closed for invoicing in a timely and accurately manner end of the month

· Ensures cover for colleagues when absent

· Keeps abreast of Victor Buck’ services and products

· Ensures that KPIs are followed on a daily basis

Procedures

· Writes and updates procedures regarding Client Services, Operations, Invoicing, Vendors, IT and other

work related matters

· Respects procedures & policies at all times

Reporting

· Performs reporting for several purposes (invoicing, KPI etc.)

· Ensures job docket’s accurate and timely information

· Raises tickets in relation to production matters and monitors progress

Production Related

· Ensure that all the correct print files are well received in SFTP

· Process the jobs and generate checklists

· Files and checklists to be send to Production timely within specific cutoff times

· Daily lodgment to tally with daily job confirmations

· Ensure sufficient stationery for processing the jobs through inventory and stamp management

· Retrieve the lodgment confirmation from Production for verifying all jobs are lodged

· Obtaining stationery quotations from vendors

· Arranging for couriers for deliveries and lodgments

· Required to do mail merge for processing ad hoc jobs

· Weekly review checklist with production supervisor

Invoicing

· Validating checklists against the jobs processed in ERP

· Preparation of monthly excels for month end invoicing

· Entering information/ data (such as print and barcodes) to be invoiced to clients

· Checking invoicing file for accuracies and highlight errors if any

· Generating Invoices to be send to clients

· Tabulating the invoices sent by vendors

· Reconciliations of payments at month end

· Creation of sales orders in ERP on a daily basis and compile for monthly invoicing

Miscellaneous

· Assist in office and pantry orders

· Place business cards order

· Handling return mail or rejected (uncontactable / undeliverable) shipments

Competencies required

· Client centric at all times

· Fluent in spoken and written English and Chinese/Malay, a 3rd language being an asset

· Attention to details

· Time management and organization skills

· Listening skills

· High level communication and interpersonal skills between clients, staff and management

· Team player with ability to work with minimal supervision

· Knowledge of Excel and Word are required

Client Administration Support

· Collecting and Handling return mail

· Stock level management

· Administrative team support

Procedures

· Respects procedures & policies at all times

Production Related

· Ensure sufficient stationery for processing the jobs through inventory and stamp management

· Obtaining stationery quotations from vendors

· Arranging for couriers for deliveries and lodgments

Miscellaneous

· Assist in office and pantry orders

Competencies required

· Knowledge of Excel and Word are required

Client centric at all times

· Fluent in spoken and written English

· Attention to details

· Time management and organization skills

· Listening skills

· Team player