Administrative Officer

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MBA | Head of Talent Management at Entopia

Administrative Officer

This role is responsible for administrative tasks within the office, including building maintenance, housekeeping, coordination and execution of export and import shipments, ensuring compliance with regulations, and maintaining accurate records. It involves close collaboration with breeders, shipping agents, customs officials, and the finance department.

Key Responsibilities

• Count, inspect, and record pupae received from breeders, ensuring quality and proper documentation. Prepare monthly pupa records for incentive calculations. Maintain cleanliness of pupa containers and work area. Assist with pupa / butterfly delivery as needed.
• Manage the export process : booking shipments, preparing documentation (shipping labels, invoices, permits), packing pupae, coordinating with shipping agents (e.g., DHL), communicating with customers. Track shipments, address customer feedback, resolve invoice issues with finance, and maintain export sales records.
• Place orders, obtain necessary documentation (permits, invoices, tracking numbers), track shipments, and coordinate customs clearance as needed.
• Coordinate and attend inspections at the Penang Wildlife Department for shipments involving protected species.
• Manage export and import permit applications, ensuring accuracy and timely submission. Maintain insect logbooks and prepare them for inspection. Apply for Certificates of Origin (COO) as needed.
• Maintain inventory of packing materials, prepare materials for shipments, and place purchase requests for restocking. Organize packing materials for efficient storage.
• Assist in coordination of facility management, building maintenance and housekeeping on a daily basis.
• Other administrative support includes, but is not limited to, managing leave requests and duty rosters for facility and housekeeping departments, placing purchase requests, and performing other ad‑hoc tasks as needed.

Qualifications

Seniority level

Employment type

Job function

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