Administrative Officer

This role is responsible for the administrative tasks within the office, including but not limited to building maintenance and housekeeping, coordination and execution of both export and import shipments, ensuring compliance with all regulations and maintaining accurate records. The position involves close collaboration with breeders, shipping agents, customs officials, and the finance department.

Key Responsibilities

Count, inspect, and record pupa 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 entire export process, including booking shipments, preparing documentation (shipping labels, invoices, permits), packing pupa, coordinating with shipping agents (e.g., DHL), and communicating with customers. Track shipments, address customer feedback, and resolve invoice issues with the finance department. 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 the 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

At least a diploma in business administration, building management or relevant.

At least 1 – 2 years of administrative or operations support role.

Comfortable handling insect life, including pupae and live specimens.

Willingness to learn and accurately use the scientific names (taxonomy) of various insects and butterflies.

Proficient in English and Mandarin (spoken and written) to communicate with clients from foreign countries.

Proficiency in Microsoft Office Suite (especially Excel) and Google Sheets.

Strong organizational and record-keeping skills.

Attention to detail and accuracy.

Ability to work independently and as part of a team.

Familiarity with export / import procedures and regulations is a plus.

Experience with online permitting systems is preferred.

Possess own transport and able to travel to government offices on a weekly basis.

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