Administrative Officer

About IP&E GBA, a company of Citadel Pacific Group

Awarded Happy Company since 2021, IP&E GBA Ltd. is a leading LPG supplier serving Hong Kong and Macau, offering a diverse portfolio of renowned brands including Esso, Mobil, and Shell. IP&E GBA Ltd. is committed to offering high-quality products and value customer experience through our extensive distribution network, intensive industry expertise and professional customer service representative continuously. We also have a strong commitment to sustainable development and put effort in maintaining a balance between making profit and fulfilling the company's social responsibilities towards the community and environment.

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.

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 in business administration, Clerical Studies, 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.