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Administrative Executive

2 months ago

Malaysia TIME's group Full time

Administrative Assistants (Administration & Office Support)

The Administrative Executive is responsible for overseeing and managing various administrative tasks within the Company. This role encompasses various duties, from office management to executive support and contributes to the overall efficiency of the organization.

Duties and Responsibilities

  • Manage all incoming and outgoing communication, including emails, phone calls, letters, and office visitors.
  • Coordinate courier services, receiving post mails, and delivery parcels.
  • Coordinate with building management for office maintenance/repairs and processing all the utility, rental, and parking bills.
  • Handle procurement tasks such as office supplies and equipment including sourcing, quotation compiling, handling, and allocation.
  • Assist in coordination of site’s Tenancy Agreement renewal.
  • Monitor and handle retail-related licenses.
  • Source and liaise with security and cleaning companies about the change of operation hours.
  • Deal with general maintenance issues like lighting, showcase locks, etc.
  • Responsible for the permit application with mall management regarding renovation or early closure.
  • Manage staff uniforms including distribution of uniform and maintain accurate inventory records.
  • Monitor and assess stationery needs for various outlets and ensure resources are available when needed.
  • Manage staff claims, including assessing, reviewing, and evaluating claims to ensure compliance with company policies.
  • Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
  • Assist the organization’s finance functions by updating financial documents.
  • Provide support to various teams within the organization or projects as needed.
  • Perform other duties as assigned by the Company.

Job Requirements

  • High school diploma; BSc/BA in business administration, management or relevant field is preferred.
  • At least 1 to 3 years of related administrative experience.
  • Effective verbal and written communication skills.
  • Familiarity with office management procedures and basic accounting principles.
  • Proficient with Microsoft Office software (Word, Excel, and PowerPoint) and other relevant software applications.
  • Demonstrate the ability to work independently, be organized, and maintain professionalism.
  • Self-motivated and continuously strive for improvement and enhancement.
  • A positive attitude and exceptional interpersonal skills.
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