Administrative Officer

2 weeks ago


Brickfields, Malaysia Smartrend Recruitment & Consultancy Full time

1. Maintain office supplies, equipment and furniture inventories and maintenance required

  • Oversee the maintenance and updating of inventory list of all supplies, equipment
- and furniture at every quarter

  • Ensure maintenance for equipment are complied with and that general office equipment (fax, phone, photocopy machine and computers), water dispenser and microwave oven are in good working order
  • In consultation with staff, recommend and arrange for purchase of officeequipment and furniture including obtaining quotations, upon the ExecutiveDirector's final approval.

2. Office and building maintenance/support

  • Building maintenance roof leaking, pipe, termite, toilets problems, door access,
- roller shutter and alarm system, air-conditioner, water, etc.

  • General IT Support
  • To liaise and monitor the maintenance of server, laptop and ITrelated equipment supported by iCompucare for the organization as a whole.
  • Manage office insurance on all furniture and fittings assets. Inherit assessment onsuppliers and vendors

3. Finance

  • Manage and maintain petty cash report on monthly basis
  • Sourcing of quotations/contract and liaise with vendors as per guidelines upon
- request from supervisor and MAPPs

  • Preparation of Purchase Order and Vendor Selection

4. Meetings, Workshops & Field Trips

  • Coordinate the preparation of materials & logistic for these meetings
  • To be present locally organized or supported ARROW events
  • Support the travel arrangement for any internal or external meeting/event which is
- including hotel booking, travel insurance, visa and flight booking

  • Travel arrangement: hotel and flight bookings for participants.
  • Travel arrangement: hotel and flight bookings for staff.
  • Travel arrangement: hotel and flight bookings for Senior Management Team(Operation Director, Deputy Executive Director and Programme Director)Programme 1, 2 and 4.at any are provided.meetings as per annual plan together with Operations Manager

5. Logistics

  • Coordinates and support the virtual requirements for meetings and webinars for
  • Monitor the organizations zoom accounts usage, ensuring there is no concurrent use
  • Coordinate and support physical meetings of the organizations. Ensuring required
  • Organize and coordinates organizations annual planning, retreat, evaluation, staff
  • Responsible for receiving Organisation's letters, document, parcel etc
  • Responsible for preparation and delivery arrangement for Care
  • Pack/Gift/Souvenir/Publication etc based on Souvenir Form Request andCourier/Postage Form Request

6. Organisational Development

  • Report regularly to HR and Operations Manager on the progress of organisation's
- administrative positions and to inform on any issues which are potentiallydetrimental to the organization

  • To coordinate updates and improvements to the Management and Administrative Policies and Procedures (MAPP)
  • Support HR during HR & Operations Manager absence
  • Other duties as directed by Manager

Requirements:

  • Diploma/Degree qualifications
  • Proven 45 years of work experience as an Administrative Officer, Administrator or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problemsolving attitude
  • Excellent written and verbal communication skills
  • Attention to detail

Job Types:
Full-time, Permanent

Salary:
RM3, RM5,200.00 per month

Benefits:

  • Dental insurance
  • Vision insurance

Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Brickfields: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

  • Are you a Diploma or Degree Holder?
  • Are you below the age of 35 years old?
  • Do you have 45 years of experience you have in administration role?


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