Job Description

Ready to be the calm at the centre of a busy FMCG operation? We are A.M.MARKETING SDN BHD, a close-knit FMCG team working with retailers and distributors across Malaysia, and we want you working with us at A.M.MARKETING SDN BHD to keep daily operations running smoothly and customers satisfied.

This Admin Executive role is the backbone that keeps our small team efficient and reliable. You will organise daily office tasks, keep accurate records, and make sure information flows to the right people so the sales and logistics teams can focus on deliveries and customers.

Your Growth & Impact

• Expand your operational skills by managing end-to-end office administration and vendor interactions, giving you practical FMCG exposure.
• Gain hands-on experience with inventory tracking and basic accounting tasks that strengthen your CV for future supervisory roles.
• Build strong stakeholder relationships by coordinating between sales, warehouse, and external suppliers to improve turnaround times.
• Connect with a supportive team where your suggestions for process improvements are heard and implemented.
• Develop time management and Microsoft Excel skills that are directly transferable across many industries.

Job Requirements

Responsibilities

Office Operations

• Manage daily front-desk tasks including phone and email routing, visitor reception, and basic correspondence to keep the office responsive.
• Maintain office supplies and equipment, placing orders and tracking delivery to avoid stockouts and disruption.
• Coordinate meeting schedules and prepare simple agendas and materials for internal catch-ups and supplier meetings.
• Support petty cash handling and record small expenses accurately for reconciliation.

Records & Reporting

• Maintain digital and physical filing systems for invoices, contracts, and delivery documents to ensure documents are easy to retrieve.
• Prepare weekly administrative reports and simple spreadsheets to show pending tasks, incoming invoices, and vendor statuses.
• Update contact lists and basic CRM entries so sales and operations have current customer and supplier information.
• Assist with month-end paperwork to support the finance team in reconciling purchase orders and receipts.

Vendor & Inventory Coordination

• Liaise with suppliers and the warehouse to confirm deliveries, chase missing items, and log discrepancies for follow-up.
• Help track stock movement and perform regular inventory counts to reduce miscounts and improve order accuracy.
• Coordinate basic procurement tasks, requesting quotes and comparing prices under guidance to keep costs controlled.
• Support product returns and warranty claims by preparing required documentation and communicating with suppliers.

Requirements

Qualifications & Experience

• Minimum 2 years of administrative experience, preferably in FMCG, retail, logistics, or similar fast-moving environments.
• Certificate, diploma, or equivalent in Business Administration, Office Management, or related field is preferred but not mandatory.
• Previous exposure to inventory or vendor coordination is an advantage and will help you ramp up quickly.
• Comfort working in a small team environment with occasional flexible hours during peak periods.

Hard Skills & Knowledge

• Proficient in Microsoft Office, especially Excel for basic formulas, tables, and simple reports.
• Experience with data entry, document management, and basic filing systems to keep records accurate and accessible.
• Familiarity with simple accounting tasks like petty cash tracking and invoice logging to assist finance.
• Basic understanding of inventory tracking and order follow-up procedures to support warehouse teams.

Soft Skills & Qualities

• Strong communication skills in English and Bahasa Malaysia, both written and spoken, to interact with internal teams and suppliers.
• Organised and detail oriented, with the ability to prioritise multiple small tasks without losing accuracy.
• Reliable and proactive, willing to raise issues early and suggest practical improvements to existing processes.
• Customer service mindset and a friendly attitude when dealing with visitors, drivers, and external partners.

Skills