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Office Executive

3 months ago

Kajang, Malaysia Victor Advance Sdn Bhd Full time

Job Highlights:

  • 5 days Work Week
  • Friendly Working Environment
  • Medical Benefits & Insurance

Summary of Responsibilities


As an Office Executive, you will play a crucial role and will work as part of a team managing the office operations, including handling calls, welcoming guests, and managing mail.

The role involves supporting office logistics, organizing staff events, and generally supporting the smooth running of the office. Tasks include preparing and submitting payment requests as well as assisting with asset and equipment maintenance.

This role requires organizing regular office events, tracking expenses, and maintaining a filing system to ensure the office environment is efficient and welcoming.


Position Responsibilities

  • Manage front office as needed, including receiving and directing telephone calls and receiving guests.
  • Collect, sort, and distribute incoming physical mail and organize the sending of any outgoing mail.
  • Support office operations and logistics, including assist in scheduling appointments, meetings, and help in preparing documents, reports, and presentations as requested, setup of Teams/Zoom sessions, sourcing of F&B prior to meetings, etc.
  • Assist with organizing of office events, including sourcing venue options, managing logistics, coordinating team building activities, staff birthday, etc.
  • Prepare and submit all payment request for expenses and bills by providing correct supporting documents and maintain office petty cash for reimbursement purposes.
  • Assist with office asset management, including maintaining the office asset list, tagging of new assets, checking, and replacing old tags, identifying damaged assets for repair and old assets for disposal.
  • Ensure office equipment is wellmaintained and fully functional, including scheduling servicing of fire extinguishers, printers, water dispenser, etc.
  • Maintain a tracker to keep track of monthly recurring expenses such as utilities, office insurance, staff insurance, etc; follow up with vendor and external parties for pending invoices and bills.
  • Maintain an orderly filing system for all related matters.
  • Procure supplies and equipment (including restocking pantry, cleaning supplies, stationery, med kit, etc) to maintain sufficient regular stock and fulfil special procurement requests for the office.
  • Maintain confidentiality of sensitive information and handle it with discretion.
  • Liaise with external vendors and service providers as necessary.
  • Liaise with Government Offices and authorities as necessary.
  • Follow all company policies, procedures, and safety protocols.
  • Perform other duties assigned by the Senior / Manager.

Required Skills:

  • Diploma or Degree holder in relevant field; additional qualifications in office administration or relevant field are a plus.
  • At least 2 years of experience in office administrative support.
  • Strong administration and organizational skills, with attention to detail.
  • Ability to work effectively within a team setting, as well as independently with mínimal supervision.
  • Ability to prioritize deadlines and complete assignments in a timely manner.
  • Capacity to understand and adhere to organizational processes and requirements.
  • Strong communication skills, both written and verbal in English and Bahasa Malaysia.
  • Proficiency with the use of software, including Google Sheets, Excel, Word, PowerPoint, Zoom, Teams, etc.

Salary:
RM2, RM3,000.00 per month

Schedule:

  • Monday to Friday