Administrative Assistant (Kota Kinabalu)

Zuellig Pharma is a leading healthcare solutions company in Asia, and our purpose is to make healthcare more accessible to the communities we serve. We provide world-class distribution, digital, and commercial services to support the growing healthcare needs in this region.

The company was started a hundred years ago and has grown to become a multibillion-dollar business covering 17 markets with over 12,000 employees. Our people serve more than 200,000 medical facilities and work with over 450 clients, including the top 20 pharmaceutical companies in the world.

Purpose of The Role: 

• The Warehouse Administrator is responsible for supporting the day-to-day administrative and smooth coordination between warehouse operations, transport teams, and internal stakeholders. 
• Responsible for Return, Goods Receive Administrative Work, Inventory Management and Goods sale able in SAP System. Execute day to day inventory transactions as well as providing client and customer service to meet expected quality service level.

What You’ll Do:

• Process all clients’ and Customer requests to ensure their requests are attended to promptly.
• Work closely with Warehouse and Client and Customer Service Representative to ensure all the Administrative/ Operational procedures and practices are compliance with the S.O.P and W.I.
• Handling for the Customer Account Opening.
• Key In all those Services Billing to Finance System, raise PR in ARIBA system.
• Responsible for key in all the destruction charges in System for charging back to Clients.
• Handle clients’ enquiries and requests in a good customer service orientated manner including good telephone and email communication etiquette to achieve clients’ satisfaction.
• Ensure proper documents and Approval obtained for Return prior to issuing Return Material Authorization (RMA), raise Return Authorisation Letter for Transporter to collect stock and monitor the Credit Note has been timely issue.
• Backup Personnel for Operation Admin Executive.
• Assist in Data Entry for stock received from DC and Branch.
• File all Request For Credit Note (RCNs) and Credit Note (CNs) properly to ensure systematic archiving for easy retrieval when required. 
• Handle phone calls from customers/ clients, when appropriate, transfer calls to relevant department when required. 

What Will Make You Successful:

Must-Have: 

• Diploma or Degree in Logistics, Supply Chain Management, Business Administration, or related field.
• Minimum 1–2 years of experience in warehouse administration, preferably in pharmaceutical or healthcare industry.
• Basic knowledge of Good Distribution Practice (GDP) or regulatory requirements in pharmaceutical warehousing.
• Proficiency in Microsoft Office applications (especially Excel)

Advantage to Have: 

• Experience working in a pharmaceutical or cold chain warehouse environment.
• Familiarity with compliance standards such as GDP, ISO, or regulatory audits.
• Knowledge of temperature-controlled logistics and handling requirements.
• Experience with RF scanning systems or automation tools.
• Ability to analyze data and generate operational insights.
• Good problem-solving skills and ability to handle exceptions independently.

What We Offer:

• We are committed to fostering an inclusive environment where our employees can learn, grow, and achieve shared success.
• We champion diversity, equity, and inclusion, ensuring every individual feels valued, respected, and treated fairly.
• As a leading multi-market healthcare solutions provider, we empower our employees to gain comprehensive knowledge and expertise in the dynamic healthcare industry across the region.
• Enjoy the flexibility to effectively balance your work and personal life while taking charge of your career journey through our empowering growth opportunities.
• Our Total Rewards program is designed to support your overall well-being in every aspect.