Assistant, Admin

The
Assistant, Admin
is entrusted with the comprehensive administration and coordination of inventory, document control & sample shipment management activities within PDI Department. This position is responsible for maintaining OTIF cigarette & material sample shipment, accurate stock records, monitoring inventory movements, and ensuring that all documentation adheres to established policies and compliance standards. The role supports operational efficiency by liaising with BOL Labs, logistic, warehouse, and within PDI & Blending departments to ensure timely updates, proper stock reconciliation, and effective inventory control procedures.

Working under the direction of the Assistant Manager PDI, The
Assistant, Admin
is expected to manage centralized cigarette sample shipment to HQ across different entity such as ALCO, SAAT & BOL Labs including readiness & recording of document required for sample shipment such as Handmade/Machine Prototype Finished Good Commercial Recipe, formulation sheet and Laboratory Report and compile all that information through Clickup.

The
Assistant, Admin
is expected to demonstrate exceptional attention to detail, strong communication skill both written & verbal, and proficiency in inventory management systems to uphold the integrity and reliability of the PDI's sample shipment & inventory management.

Responsibilities:

1. Centralized Sample Shipment Arrangement

• Manage the full cycle of sample planning, preparation, approval and dispatch sample to HQ, ensuring timely submission and adherence to the 1-week approval prior shipment. Scope of the arrangement as follow:
• Handmade sample Covering BOL Lab, ALCO Blending and PT. SAAT FBT.
• Machine Prototype sample covering ALCO & PT. SAAT.
• NTM Material sample send out covering ALCO & BOL Lab.
• Ensure timely shipment of approved sample machine prototype to customer based on BDM request.

2. Inventory System & Data Entry

• Manage inventory movement through Sample Inventory System (SIS) for handmade & machine prototype sample, including sample machine prototype sample from PT. SAAT.
• Ensure all the activities and documentation full cycle of sample shipment is recorder in timely manner through Clickup.
• Support track & record inventory movement of NTM and Flavour sample of ALCO PDI through Sample Inventory System (SIS).
• Support track & record inventory movement of Standard Control of ALCO PDI through Sample Inventory System (SIS).

3. Compliance & Quality Assurance of Process/Document Control

• Prepare, maintain, and update technical documentation including Machine Prototype/Commercial Finished Good Recipe, Formulation Sheet, trial lab reports as requirement for sample shipment to HQ.
• Ensure labelling & packing requirement of follow internal standard practice procedure.
• Record & ensure timely update for sensory evaluation/approval result of all sample that has been sent through Clickup.

4. Cross-Functional Collaboration

• Coordinate with internal/external departments (e.g., Logistic, BOL Labs, PT. SAAT FBT, HQ PDI/NPI) for any information/arrangement required for sample shipment.
• Liaise with internal/external departments (e.g., Warehouse, HQ PDI, BDM) related to New NTM Sample inventory arrangement and Standard Control Cycle Refurbishment.

Requirements:

Education & Qualifications

• Bachelor's degree in business administration, engineering, or a related field.
• Diploma holders with strong experience may also be considered.

Experience

• 1–3 years of experience in administrative, office support or executive coordination roles.
• Experience in a manufacturing or factory setting with exposure to technical documentation and Project Management.
• Experience in inventory management, procurement, or office operations is an advantage.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of documentation systems and compliance requirements
• Understanding of inventory systems or ERP software (if related to inventory).

Soft Skills

• Good written and verbal communication skills.
• High attention to detail and accuracy in data handling and documentation.
• Proactive, organized, and dependable team player.
• Willingness to work in a fast-paced, factory-based environment.