Department: Distributor Conduct
Location: Kuala Lumpur, Malaysia
Employment Type: Contract (12 Months)
Job Grade: Executive
JOB SUMMARY
We are looking for a detail-oriented and organized Distributor Conduct & Project Admin to join our team. This role is ideal for fresh graduates or candidates with 1 to 2 years of experience who are keen to gain hands-on exposure in compliance administration, policy management, and operational support.
The position will be involved in monitoring distributor conduct matters, coordinating administrative processes, maintaining records, and supporting various projects and company initiatives. It offers practical experience in compliance operations, stakeholder communication, and process improvement while contributing to the overall efficiency of the organization.
ESSENTIAL DUTIES & RESPONSIBILITIES
Essential duties and responsibilities include the following (other duties may be assigned):
- Monitor and report on compliance using Fieldwatch tools (e.g.,Product Claims) and utilize YL’s system to search Brand Partner information linked to Fieldwatch.
- Compile detailed violation reports in Excel spreadsheets.
- Manage and respond to conduct-related emails promptly.
- Assist in drafting, updating, and maintaining the Company's policies and SOPs.
- Handle email communications and gather supporting documents in collaboration with Brand Partners.
- Update or Switch Name Change and Deceased Brand Partner.
- Forward suspension forms to GHQ for further processing. (Suspension or Termination Account)
- Perform general administrative tasks such as data entry, filing, and managing correspondence.
EDUCATION & EXPERIENCE
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Minimum 1 years of experience in admin, compliance, risk management or legal.
- The candidate possesses a coachable personality, demonstrates a willingness to operate within operational boundaries.
- The candidate has a good command of business English and essential computer literacy.
- The candidate able to perform monitoring documentation or task updates.
WORK ENVIRONMENT
The work environment is professional, structured, and compliance-focused, involving close collaboration with internal teams and Brand Partners. The role requires strong attention to detail, confidentiality, and the ability to manage multiple administrative and compliance-related tasks in a dynamic office setting.
ADDITIONAL CODE OF CONDUCT COMPETENCIES
To perform the job successfully, this individual should demonstrate the following competencies:
- Attitude– Demonstrate a positive “can do” attitude; show motivation; must be goal oriented and a self-starter; be “solution-minded” rather than “problem-minded”.
- Work Ethics– Must be dedicated, responsible, hard-working, and a team player.
- Oral Communication– Speak clearly with customers and employees in all situations; listen and get clarification; respond well to questions; demonstrate positive response to others.
- Written Communication– Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; able to read and interpret written information.
- Professionalism– Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments.
- Safety and Security– Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly.
- Attendance, Punctuality, Dependability– Be consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time; follow instructions; take responsibility for own actions; keep commitments; commit to long hours when necessary to reach goals.
