Job Information
Bureau Vertias North America Senior Administrative Executive in WILAYAH PERSEKUTUAN, Malaysia
Our people are ambitious and humble , believing in what they do and convinced that our purpose is shaping a world of trust . With responsibility and openness , they daily serve our 400.000 clients in 140 countries, to bettering society. Across all our businesses and countries, each one of our people leaves their mark in shaping society .
We believe that leaving a mark is a true challenge and opportunity for every one of us.
We believe that leaving a mark is a sign of trust and impact.
We believe that leaving a mark is a bond with the future.
We believe that leaving a mark is proof of growth and development.
Being part of the BV family, is more than just working, it’s being convinced that you will leave your mark... in shaping a world of Trust .
Requirements:
Minimum is Diploma/ Bachelor’s Degree (is a plus) holder in any discipline related to the job’s requirements (or equivalent work experience).
Proven experience in administrative roles, with a focus on invoicing, purchase orders, or finance.
Strong proficiency in MS Office applications (Excel, Word, Outlook) and system software (e.g., FLEX, SAP).
Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
Exceptional attention to detail and accuracy in data entry and documentation.
Effective communication skills, both verbal and written, with the ability to interact professionally with clients, subcontractors, and team members.
Familiarity with procurement processes, contract management, and vendor relations is a plus.
Outgoing personalities, team players, passionate, flexible, with an understanding of task urgency, respect for people, and proactive.
Responsibilities:
- Invoicing:
Generate accurate and timely invoices for clients based on project milestones, contracts, and services rendered.
Verify billing information, including rates, quantities, and discounts.
Coordinate with respective managers and other departments to gather necessary billing details.
Address any billing discrepancies and resolve client inquiries related to invoices.
- Purchase Orders:
Process purchase orders for subcontractors and vendors in accordance with established procedures.
Review purchase requests, verify pricing and availability, and obtain necessary approvals.
Maintain accurate records of purchase orders, receipts, and invoices.
Monitor and track deliveries to ensure timely receipt of goods and services.
- Administrative Support:
Provide administrative support to PRIME departments as needed, including data entry, filing, CV’s updates (every 6 months) and document management.
Assist in maintaining vendor and client databases, updating contact information and contract details.
Prepare reports, presentations, and correspondence for internal and external stakeholders.
Coordinate meetings, appointments, and travel arrangements for team members.
- Compliance and Documentation (MSA, Work Order, Purchase Order etc.):
Ensure compliance with company policies, procedures, and regulatory requirements related to invoicing and procurement.
Maintain accurate and up-to-date documentation for all invoicing and procurement activities.
Assist in audits and reviews related to financial transactions, providing documentation and support as needed.
- Any others additional task:
Familiarizing & Managing entire SharePoints (our data server) for fast retrieval of data.
Assisting during QMS regular audit by internal & external auditors.
Updating the Project Lists of Experience (LoE).
Responsible for undertaking any additional tasks not listed above upon request by the N+1 and other team members.
Multitasking and providing diversified support to team members with N+1 approval.
Must be willing to learn new tasks with guidance.
Join an inclusive, flexible and diverse company where you can thrive while contributing to positively transforming the world we live in.
#ShapingaWorldofTrust #leaveyourmark