Administrative Assistant / Document Expeditor

<strong>Job Requirements </strong><br><p>At Quest Global, it’s not just what we do but how and why we do it that makes us different. With over 25 years as an engineering services provider, we believe in the power of doing things differently to make the impossible possible. Our people are driven by the desire to make the world a better place—to make a positive difference that contributes to a brighter future. We bring together technologies and industries, alongside the contributions of diverse individuals who are empowered by an intentional workplace culture, to solve problems better and faster.</p><p><strong>Position Summary</strong></p><p style="text-align:justify;">We are seeking a highly organized and detail-oriented <strong>Administrative Assistant / Document Expeditor</strong> to be based onsite in Thailand, supporting shipment documentation, logistics administration, and SAP goods receipt validation activities.</p><p style="text-align:justify;">The role is responsible for the end-to-end management of shipment-related documentation, ensuring that all documents are collected, reviewed, validated, properly marked, scanned, distributed, and archived in accordance with company requirements. The successful candidate will act as the primary point of coordination between the local Thailand team, logistics providers, suppliers, and international stakeholders to ensure accurate and timely document processing.</p><p style="text-align:justify;">This position requires a hands-on approach with physical and electronic document handling, strong attention to detail, and the ability to enforce documentation standards and compliance requirements.</p><p style="text-align:justify;"><strong>Key Responsibilities</strong></p><p style="text-align:justify;"><strong>Shipment Documentation Management</strong></p><ul><li style="text-align:justify;">Collect, review, track, and maintain all shipment-related documentation received from suppliers, freight forwarders, logistics providers, and internal stakeholders.</li><li style="text-align:justify;">Ensure a hands-on and proactive approach to monitoring shipment documentation throughout the shipment lifecycle.</li><li style="text-align:justify;">Verify completeness, accuracy, and consistency of all shipping documents before further processing.</li><li style="text-align:justify;">Scan and electronically distribute shipment documentation to relevant countries, project teams, and stakeholders within defined timelines.</li><li style="text-align:justify;">Maintain accurate and well-organized electronic and physical filing systems for all shipment records.</li></ul><p style="text-align:justify;"><strong>Document Compliance and Quality Control</strong></p><ul><li style="text-align:justify;">Ensure that all shipping documents are received in <strong>English</strong> in accordance with company and project requirements.</li><li style="text-align:justify;">Identify and report any instances where shipment documentation is received in German or any non-approved language.</li><li style="text-align:justify;">Coordinate with suppliers, logistics providers, and relevant parties to obtain corrected English-language documents when required.</li><li style="text-align:justify;">Perform document quality checks to ensure compliance with internal standards and customer requirements.</li><li style="text-align:justify;">Escalate documentation discrepancies and follow through until resolution.</li></ul><p style="text-align:justify;"><strong>TRT Document Marking Compliance</strong></p><ul><li style="text-align:justify;">Ensure all shipment documents contain the mandatory <strong>TRT-specific markings, references, annotations, and identifiers</strong> as defined by internal procedures.</li><li style="text-align:justify;">Review shipping documentation to verify that all required references and markings have been applied correctly prior to circulation.</li><li style="text-align:justify;">Coordinate corrections with suppliers, logistics providers, and internal teams when required markings are missing or incorrect.</li><li style="text-align:justify;">Maintain consistency and compliance of documentation across all shipments.</li></ul><p style="text-align:justify;"><strong>SAP Goods Receipt Validation</strong></p><ul><li style="text-align:justify;">Perform Goods Receipt (GR) validation activities within SAP.</li><li style="text-align:justify;">Verify shipment documents against SAP records and transactions.</li><li style="text-align:justify;">Identify discrepancies between physical documentation and system records and coordinate corrective actions.</li><li style="text-align:justify;">Support reconciliation activities related to goods receipts and shipment documentation.</li></ul><p style="text-align:justify;"><strong>Administrative and Logistics Support</strong></p><ul><li style="text-align:justify;">Prepare and arrange shipment of original hard-copy documents to the Head Office when required.</li><li style="text-align:justify;">Support document tracking, reporting, filing, and administrative coordination activities.</li><li style="text-align:justify;">Monitor document status and proactively follow up on outstanding actions.</li><li style="text-align:justify;">Assist with maintaining documentation records for compliance, audit, and operational requirements.</li></ul><p style="text-align:justify;"><strong>Stakeholder Coordination</strong></p><ul><li style="text-align:justify;">Act as a liaison between the Thailand operations team, suppliers, freight forwarders, logistics providers, and international stakeholders.</li><li style="text-align:justify;">Communicate documentation requirements, issues, and status updates effectively.</li><li style="text-align:justify;">Ensure timely resolution of documentation-related queries and concerns.</li></ul><p>We are known for our extraordinary people who make the impossible possible every day. Questians are driven by hunger, humility, and aspiration. We believe that our company culture is the key to our ability to make a true difference in every industry we reach. Our teams regularly invest time and dedicated effort into internal culture work, ensuring that all voices are heard.</p><p> </p><p>We wholeheartedly believe in the diversity of thought that comes with fostering a culture rooted in respect, where everyone belongs, is valued, and feels inspired to share their ideas. We know embracing our unique differences makes us better, and that solving the worlds hardest engineering problems requires diverse ideas, perspectives, and backgrounds. We shine the brightest when we tap into the many dimensions that thrive across over 21,000 difference-makers in our workplace.</p><br><br><strong>Work Experience </strong><br><p style="text-align:justify;"><strong>Required Qualifications</strong></p><ul><li style="text-align:justify;">Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, or a related discipline.</li><li style="text-align:justify;">Minimum 2-5 years of experience in Administration, Document Control, Logistics Coordination, Shipping Documentation, or a similar role.</li><li style="text-align:justify;">Experience working with shipment, export/import, logistics, or supply chain documentation is preferred.</li><li style="text-align:justify;">Experience with SAP transactions, particularly Goods Receipt processes, is an advantage.</li><li style="text-align:justify;">Experience working in a Manufacturing Unit is preferred.</li></ul><p style="text-align:justify;"><strong>Required Skills and Competencies</strong></p><p style="text-align:justify;"><strong>Technical Skills</strong></p><ul><li style="text-align:justify;">Basic knowledge of SAP, particularly Goods Receipt validation and related transactions.</li><li style="text-align:justify;">Proficiency in Microsoft Office applications (Word, Excel, Outlook).</li><li style="text-align:justify;">Experience with document scanning, electronic filing, and document management systems.</li><li style="text-align:justify;">Ability to manage both physical and digital documentation efficiently.</li></ul><p style="text-align:justify;"><strong>Language Skills</strong></p><ul><li style="text-align:justify;">Good written and verbal communication skills in English.</li><li style="text-align:justify;">Basic Thai language proficiency sufficient for day-to-day communication with local teams and stakeholders.</li><li style="text-align:justify;">Ability to review and identify documents received in German; fluency in German is not required.</li></ul><p style="text-align:justify;"><strong>Personal Attributes</strong></p><ul><li style="text-align:justify;">Strong attention to detail and accuracy.</li><li style="text-align:justify;">Highly organized with excellent document management skills.</li><li style="text-align:justify;">Proactive and diligent in following up on pending actions and document corrections.</li><li style="text-align:justify;">Strong sense of ownership and accountability.</li><li style="text-align:justify;">Ability to work independently while coordinating across multiple stakeholders.</li><li style="text-align:justify;">Effective communication and interpersonal skills.</li><li style="text-align:justify;">Strong problem-solving and administrative coordination capabilities.</li></ul><p style="text-align:justify;"> <strong>Working Conditions</strong></p><ul><li style="text-align:justify;">Full-time onsite position based in Thailand.</li><li style="text-align:justify;">Daily interaction with local TRT teams, suppliers, freight forwarders, and global stakeholders.</li><li style="text-align:justify;">Regular handling of physical shipment documents and document dispatch activities.</li><li style="text-align:justify;">Requires a hands-on approach to document verification, compliance checks, and administrative coordination.</li></ul><p style="text-align:justify;"> <strong>Key Success Measures</strong></p><ul><li style="text-align:justify;">Timely collection and distribution of shipment documentation.</li><li style="text-align:justify;">100% compliance with English-language shipping document requirements.</li><li style="text-align:justify;">Consistent enforcement of TRT document marking standards.</li><li style="text-align:justify;">Accurate SAP Goods Receipt validation and reconciliation.</li><li style="text-align:justify;">Effective management of physical and electronic document records.</li><li style="text-align:justify;">Timely resolution of documentation discrepancies and corrective actions.</li><li style="text-align:justify;">High level of stakeholder satisfaction through responsive and accurate coordination.</li></ul><br><br>