Administrative Executive

1 week ago

Klang, Selangor, Malaysia Quality Oracle Full time

The Admin Executive provides essential support to ensure smooth day-to-day office operations and compliance. This mid-level role is responsible for general office administration, basic accounting assistance, minor client communications, and managing paperwork with government authorities. By maintaining organized systems, coordinating tasks, and handling routine financial and regulatory duties, the Admin Executive helps the organization run efficiently and in accordance with all requirements.

Key Responsibilities

  1. General Office Administration: Maintain an organized filing system (physical and digital) for documents and records. Schedule and coordinate meetings, appointments, and staff calendars. Handle incoming and outgoing correspondence, including emails, letters, and phone calls, ensuring timely and professional responses.
  2. Office Supplies & Coordination: Monitor and manage office supply inventory (stationery, equipment, pantry items), and place orders to replenish stock as needed. Coordinate with vendors and service providers for office maintenance, repairs, or supplies. Facilitate internal coordination by liaising with various departments to support company events or shared initiatives, helping to maintain an efficient workplace.
  3. Basic Accounting Support: Track and reconcile petty cash expenses, maintaining accurate records of cash disbursements and balances. Process invoices and expense claims by verifying details, organizing supporting documents, and preparing payment request forms or vouchers. Assist in preparing basic financial documents (e.g. payment requisitions, receipts) and forward them to the finance team for approval and processing.
  4. Client Liaison (Minor): Serve as a point of contact for routine client inquiries. Answer client emails and phone calls in a courteous and prompt manner, providing information or directing the query to the appropriate person. Conduct occasional follow-ups with clients or external partners on administrative matters, as directed by management, to ensure good communication and service.
  5. Government and Compliance Tasks: Prepare and submit documents required by government authorities and regulatory bodies. This includes filling out and filing forms for business license renewals, permits, and other statutory documents before their deadlines. Manage compliance-related paperwork such as company registrations, annual returns, or employee statutory contributions, working with relevant agencies (e.g. for tax, corporate affairs, or licensing) to ensure the company meets all legal requirements. Maintain organized records of licenses, certificates, and compliance documents, and remind management of upcoming renewals or filings.

Required Skills and Qualifications

  1. Education and Experience: A diploma or bachelor's degree in Business Administration, Office Management, or a related field is preferred. Approximately 2–4 years of experience in an administrative or office support role (mid-level experience) is required, with some exposure to basic accounting or bookkeeping tasks.
  2. Organizational Skills: Excellent organizational and time management skills with the ability to handle multiple tasks and priorities. Attention to detail is crucial, especially when managing records, finances, and official documents.
  3. Technical Skills: Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office equipment. Basic knowledge of accounting principles or experience with accounting software/spreadsheets for tracking expenses and invoices.
  4. Communication Skills: Strong verbal and written communication skills. Able to interact professionally with colleagues, clients, and government officials. Good telephone etiquette and email correspondence skills are important.
  5. Personal Attributes: High level of integrity and trustworthiness when handling confidential information and company funds. Proactive and self-motivated, with a problem-solving attitude. A team player who can coordinate with different departments and adapt to various administrative tasks. Familiarity with local government procedures or compliance requirements is a plus.
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