Office Admin Executive

1 month ago

Kuala Lumpur, Kuala Lumpur, Malaysia CAE Full time

About This Role

Provide direct secretarial and administrative support to the Director and Regional Leaders in the day-to-day administration of the respective departments and associated functions including:

  • Prepare Concur Expense Reports for Regional Leaders
  • Check and approve concur expense reports according to Corporate Policies and Procedures
  • Travel arrangements (flight tickets, hotels, etc...)
  • Participates as needed in special department projects.

Office management

  • Liaising with landlord for work permits, vendors, service providers, etc...
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • All aspect of purchasing process on Ariba & Oracle – vendor registration, raise PR/PO
  • Check and approves invoices
  • Corporate AMEX administrator, maintain updated list of card holders for the office and liaising with external and internal corporate AMEX team
  • Maintain and manage office access and building management lift cards
  • Supervises the maintenance of office equipment, including printers, copier, fax machine, etc.
  • Responsible for the facilities day-to-day operations
  • Proactively handling issues, responding to issues as needed and where necessary researching problems and make recommendations for resolution
  • Liaising with IT department for any request for the office
  • Coordinating for the company events including arrangement for all office and HR events, (Lunch, refreshments, )
  • Preparing visa letter for the team
  • Regional STAR Award – announcement power point; Prepare the cert ; trophy
  • Certificate and Pin ordering for events
  • Ensure – Group e-mail IDs are up to date for the company
  • Any other ad-hoc duties as required.

Reporting

  • Global H&S metrics reporting – monthly and quarterly
  • Environmental metrics reporting – quarterly
  • Regional newsletter publication team
  • CAE express – Share the regional events details with the CAE express team.

Requirements

  • Five years related executive administrative experience and minimum three years of office management experience required
  • Excellent verbal and written communication skills required including the ability to proofread and edit.
  • Attention to detail and organized, as well as multi-tasking is a key element of this position
  • Excellent Microsoft Office Suite Experience (Outlook, Word, Excel and PowerPoint)
  • Ability to work with minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and resulting work is generally reviewed at completion.
  • Must adapt quickly and learn to work well under pressure with limited information and training
  • Ability to multi-task frequently and maintain calm in stressful environment
  • Good planning and organizational skills.
  • Strong interpersonal skills are essential with a high degree of confidentiality and ability to handle sensitive matters in a professional manner
  • Must be extremely dependable and prompt
  • Excellent customer service and communications (both verbal and written) skills
  • Knowledge of audio-visual equipment
  • Ability to negotiate effectively.
  • Professional appearance and manner.

Education

  • Bachelor's Degree or equivalent experience

Location:

  • Bangsar office

#LI-SA2

Position Type

Regular

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Opportunity Employer

CAE is an equal-opportunity employer committed to diversity, equity, and inclusion. As "One CAE," we take affirmative action to ensure equal opportunity for all applicants regardless of race, nationality, colour, religion, sex, gender identity and expression, sexual orientation, disability, neurodiversity, Veteran status, age, or other legally protected characteristics.

If you don't see yourself fully reflected in every job requirement listed in the job posting, we still encourage you to reach out and apply. At CAE, everyone is welcome to contribute to our success. If reasonable accommodation is needed to participate in the job application or interview process, please get in touch with us at rh-

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