The Macau Administrative Officer provides comprehensive administrative and operational support to the Macau business. This role ensures smooth daily operations by coordinating office administration, supporting order processing, managing documentation, and facilitating communication with internal teams, distributors, vendors, and customers. The position requires strong attention to detail, organizational capability, and the ability to manage multiple tasks efficiently while maintaining service quality.

RESPONSIBILITES

Administrative & Operations Support

• Provide day-to-day administrative support for Macau operations, including handling enquiries, calls, and office communications
• Maintain office operations (supplies, equipment, inventory tracking, courier arrangements, filing systems, and office upkeep)
• Prepare reports, maintain records (legal documents, meeting minutes), and support government documentation (e.g., import licenses, declarations)
• Coordinate logistics for events and support customer engagement activities

Order Processing & Delivery Coordination

• Process distributor orders, ensuring accuracy and completeness
• Monitor system alerts (e.g., credit limits) and escalate issues
• Track material movement, maintain inventory records, and support plant operations in order posting/closing

Customer & System Administration

• Manage customer account setup/closure and maintain accurate records
• Handle billing, invoice issuance, and payment tracking
• Monitor outstanding balances and follow up with customers
• Process autopay arrangements, approvals, and monthly execution with banks
• Collaborate with internal teams and external parties for data verification

Invoicing Operations

• Manage vendor creation and documentation, including purchase requisitions and T&C issuance
• Verify invoices, statements of account, and billing documentation
• Handle subsidy refunds, rental forms, and key account invoicing processes
• Track payments, perform reconciliations, and maintain financial records/master files
• Coordinate invoice distribution and liaise with finance teams for payment clearing and reporting
• Manage payment collection (cash/cheque), bank deposits, utility bill submissions, and autopay processing

Required Qualifications, Capabilities, And Skills

• Macau Residents only
• Bachelor’s degree or a related discipline preferred.
• Minimum 3 years of relevant administrative or clerical experience.
• Strong communication and interpersonal skills
• High level of accuracy and attention to detail
• Good organizational and time management skills
• Proficiency in office systems and basic data management tools
• Fluent in spoken and written Cantonese; Proficient in spoken and written English.

職位概述
澳門行政主任負責為澳門業務提供全面的行政及營運支援。此職位透過協調辦公室行政工作、支援訂單處理、管理文件資料，以及促進內部團隊、經銷商、供應商及客戶之間的溝通，確保日常運作順暢。此職位需要具備高度細心、良好的組織能力，以及能有效管理多項工作的能力，同時維持優質服務水平。

主要職責

行政及營運支援

• 為澳門業務提供日常行政支援，包括處理查詢、電話及辦公室通訊事宜
• 維持辦公室日常運作，包括辦公用品管理、設備管理、庫存追蹤、快遞安排、文件歸檔系統及辦公室環境維護
• 編製報告、保存紀錄（如法律文件、會議紀錄），以及支援政府相關文件處理（例如進口許可證、申報文件等）
• 協調活動物流安排，並支援客戶關係及活動

訂單處理及配送協調

• 處理經銷商訂單，確保資料準確及完整
• 監察系統提示（例如信用額度限制），並適時向相關人員匯報及跟進問題
• 追蹤物料流轉、維護庫存紀錄，並支援工廠營運相關的訂單過帳及結案工作

客戶及系統行政管理

• 負責客戶帳戶的開立及關閉，並維護準確的客戶資料
• 處理賬單、發票開立及付款追蹤工作

跟進客戶付款情況

• 處理自動轉帳安排、審批流程，以及每月與銀行執行相關付款程序
• 與內部團隊及外部機構合作進行資料核實及驗證工作

 
發票及財務相關運作

• 管理供應商相關文件，包括採購申請及條款與條件文件發放
• 核對發票、賬單及相關收費文件
• 處理津貼退款、租賃表格及重點客戶發票流程
• 追蹤付款狀況、執行帳目對帳工作，以及維護財務紀錄及主檔資料
• 協調發票派發，並與財務團隊聯絡處理付款核銷及報告事宜
• 管理款項收取（現金／支票）、銀行存款、公用事業費用繳交，以及自動轉帳付款處理

所需資格、能力及技能

• 僅限澳門居民申請
• 持有學士學位或相關學科學歷者優先考慮
• 具最少 3 年相關行政或文書工作經驗
• 良好的溝通及人際交往能力
• 高度準確性及注重細節
• 良好的組織能力及時間管理能力
• 熟悉辦公室系統及基本數據管理工具
• 流利粵語口語及書寫能力；具良好英語口語及書寫能力