Admin Assistant Cum Dispatch

Admin Assistant Cum Dispatch

Faculty/Department: Group Finance Office

Campus: Kuala Lumpur


Reporting to the Head, Procurement and General Administration and Chief Finance Officer, Group Finance Office for all duties assigned to you.

  • To issue and send purchase order to supplier for order confirmation. 
  • To attend to staff’s request and enquiry.
  • To attend to supplier’s query. 
  • To explore and source for potential suppliers, to build and enlarge the supplier database to provide wider range of supplier selection. 
  • To conduct price comparison and negotiate for better pricing. 
  • To verify purchase invoice and delivery note against purchase order.
  • To act as mediator between supplier and requester on goods delivery or any issues arises from the order. 
  • To issue cheque or perform online payment transfer, seek approval for supplier payment and issue payment voucher.
  • To notify supplier on cheque collection.
  • To manage, coordinate and conduct asset tagging, asset transfer and asset disposal  exercise. ·        
  • To manage internal inventory, conduct annual stocktake and audit for UCSI Group as and when requested. 
  • To coordinate with Library Services Department on book arrival and verification on the accuracy of books received. 
  • To coordinate on insurance matter and waste disposal of UCSI Group.
  • To frank letters and arrange document posting including register mail, Poslaju etc. 
  • To carry out assigned despatch duties including bill payment, document dispatch for UCSI Group within Klang Valley and Selangor area. 
  • To assist in mail or courier collection from Post Office or Courier company as and when needed. 
  • You are to take full responsibility on the assets or documents entrusted to you. 
  • Documents entrusted to you for dispatch are not allowed to keep out of office overnight.  They are to return back to office on daily basis. 
  • To take care the motor vehicle entrusted to you and return the company’s motor vehicle back to the campus daily. 
  • You are responsible to pay for any compound, summon or penalty incurred to the company’s motor vehicle which is entrusted to you during your care. 
  • To report back to office daily once despatch job is completed. 
  • To record your itinerary in the Dispatch Logbook when you are out for errands. 
  • You shall perform any other duties relating to the above as may be assigned by your supervisor from time to time. 
  • To perform clerical duty i.e. photocopy, filing of documents, scanning and others administrative function as and when needed.
  • To perform banking duty on rotation basis. 
  • To carry a valid B2 license and send a copy of the renewed license annually to Group Human Resource Department for safekeeping




  • Minimum SPM school achiever.
  • Minimum 3-5 years working experience in relating area.
  • Pro-active and self-motivated, with the ability to work independently as well as participate within the team.
  • Mature personality
  • Able to work under pressure and meet deadlines, possess a mature attitude and a good team player.
  • Basic knowledge in computer handling and Microsoft Office 

Deadline: 27 Aug 2022 | Last Update: 27 Jul 2022