Admin Support Officer

Company Overview

VIBTECH specializes in industrial IoT maintenance solutions, enhancing plant efficiency, productivity, and profitability through advanced reliability technologies. No Problem! Only Solutions.

Job Summary

Join VIBTECH as an Admin Support Officer to deliver accurate invoicing, manage accounts receivable, support sales administration, coordinate training logistics, and uphold ISO compliance, contributing to smooth operations and client satisfaction.

Responsibilities

• Prepare accurate and timely invoices to ensure prompt client billing and maintain healthy cash flow
• Track outstanding payments and initiate follow-ups to optimize accounts receivable collections
• Support sales administration by preparing quotations, verifying deliveries and invoices, and maintaining current customer records
• Coordinate with the service support team to facilitate job support activities and ensure seamless service delivery
• Organize logistics for public training courses to ensure smooth course arrangements and participant satisfaction
• Manage general office administration including correspondence, appointment scheduling, and office supply maintenance to support daily operations
• Apply ISO9001 and ISO45001 standards in daily tasks to maintain quality and safety compliance
• Work independently while safeguarding confidentiality of sensitive information and adhering to company policies and procedures

Required competencies and certifications

• Diploma in Business, HR Administration, or related field (minimum qualification)
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and XERO accounting software
• Minimum 1 year of relevant work experience in administrative or related roles

Preferred competencies and qualifications

• Demonstrated organizational and time management skills by prioritizing tasks effectively under deadlines
• Ability to communicate clearly and professionally with senior management, clients, and internal stakeholders
• Capability to multi-task and prioritize effectively in a fast-paced environment
• Self-driven with initiative to complete tasks independently and collaboratively within a team
• Excellent verbal and written communication skills
• Ability to communicate in Chinese to support client interactions