We are seeking a meticulous and highly organized Documentation Executive to provide crucial support to our Director. In this vital role, you will be the backbone of our financial reporting and vendor claims process, ensuring all documentation is accurate, complete, and efficiently managed.
You will handle critical financial data, track project costs, and oversee the entire vendor claim process from start to finish. If you are a professional who excels at maintaining order and has an exceptional eye for detail, this is a fantastic opportunity to play an essential role in our operational success.
Key Responsibilities:
1. Financial Reporting & Documentation:
- Manage the timely preparation and generation of weekly, monthly, and quarterly sales reports for the Director.
- Be responsible for the compilation and review of Profit & Loss (P&L) statements, verifying that all data is accurate and clearly presented.
2. Project Cost & Vendor Claim Management:
- Diligently track and consolidate project cost breakdowns submitted by various internal teams, preparing clear summaries of expenditures.
- Manage the end-to-end vendor claim process, acting as the primary point of contact for vendors and ensuring all documentation is submitted correctly and on time.
- Conduct thorough monthly reconciliations of vendor claims submitted against payments received, investigating and resolving any discrepancies to ensure financial accuracy.
3. Process Development & Training:
- Document the end-to-end claim workflow to establish and maintain a clear, efficient, and standardized process.
- Develop a Standard Operating Procedure (SOP) and provide clear guidance and training to junior staff to delegate and assist with the claims process.
- Prepare and present a comprehensive monthly summary of the total claim status (claimed, received, outstanding) to the Director.
What We're Looking For (Qualifications & Skills):
- Proven experience in an administrative, documentation, finance, or project coordination role.
- Exceptional, near-flawless attention to detail and a high degree of organizational skill.
- Strong analytical and numerical skills, with the ability to handle data accurately.
- Advanced proficiency in MS Excel or Google Sheets (e.g., pivot tables, VLOOKUP, complex formulas) is essential.
- Excellent communication and interpersonal skills, with the confidence to liaise with internal teams and external vendors professionally.
- A proactive, problem-solving mindset with a talent for creating and maintaining orderly processes.
- High level of integrity and the ability to handle confidential financial information.
Why Join Us?
- Critical Support Role: Work directly with senior leadership and become a trusted, essential resource for the company’s financial documentation.
- Valuable Skill Development: Gain in-depth experience in financial reporting, project cost tracking, and vendor management in a hands-on environment.
- Process Improvement: Play a key part in refining and formalizing important operational processes, making a direct impact on company efficiency.
Job Types: Full-time, Fresh graduate
Pay: RM3,000.00 - RM6,000.00 per month
Benefits:
- Additional leave
- Professional development
Application Question(s):
- please level your Excel skill? (Level 1 to Level 10)
- please level your PowerPoint skill? (Level 1 to Level 10)
- how much is your expected salary?
Work Location: In person