Admin Executive

2 days ago

George Town, Malaysia TME MANAGEMENT & SERVICES SDN BHD Full time

**Job Brief: Admin Executive**:
**Position Overview**:
As an Admin Executive, you will play a crucial role in ensuring smooth daily operations. Your responsibilities will include a range of administrative tasks, financial support functions, coordination with stakeholders, and ensuring compliance with safety and organizational standards. You will maintain accurate documentation and help support the overall efficiency of the team.

**Key Responsibilities**:
**1. Documentation and Record-Keeping**:

- Maintain accurate records of transactions, reports, and other essential documents.
- Create and manage an organized filing system for easy access to important information.

**2. Billing and Financial Administration**:

- Handle invoicing and maintain financial records.
- Ensure that cash collections are counted, reconciled, and match daily transaction reports.

**3. Scheduling and Coordination**:

- Organize work schedules for staff and coordinate shift arrangements.
- Plan meetings, events, and support logístical needs of the operations team.

**4. Inventory and Procurement**:

- Monitor and manage inventory levels of office supplies and equipment.
- Coordinate procurement processes and maintain supplier relationships.

**5. Reporting**:

- Generate regular reports on departmental activities, revenue, and expenses.
- Compile monthly management reports, including summaries of daily operations.
- Ensure all reports are updated daily before the end of each shift.

**6. Compliance and Regulations**:

- Ensure adherence to local regulations, safety standards, and company policies.
- Stay informed of regulatory updates and implement necessary adjustments.

**7. Training and Support**:

- Assist in onboarding and training new staff on administrative procedures.

**8. Communication**:

- Maintain effective communication with vendors, internal teams, and management.
- Schedule appointments for the Operations Manager and support coordination of special projects.

**9. Process Improvement**:

- Identify inefficiencies in administrative processes and suggest improvements.

**10. Operational Support**:

- Oversee daily tasks and ensure team members are aligned with their responsibilities.
- Prepare monthly technical and SHE (Safety, Health & Environment) reports.

**11. Meeting Coordination**:

- Attend monthly physical meetings.
- Join weekly online meetings via Google Meet.
- Take minutes during internal meetings and handle confidential matters discreetly.
- Follow up on pending tasks and monitor follow-up actions.

**12. Invoice Management**:

- Review invoices for office-related expenses (e.g., copier, telephone/fax bills, staff claims) prior to submission to the finance department.

**Qualifications**:

- Strong organizational and time management skills
- Proficiency in documentation and administrative procedures
- Understanding of SHE (Safety, Health, and Environment) practices
- Familiarity with basic financial administration and reporting
- Ability to collaborate effectively with internal and external stakeholders

**Job Types**: Full-time, Permanent, Fresh graduate

Pay: RM1,800.00 - RM2,200.00 per month

**Benefits**:

- Opportunities for promotion
- Professional development

Schedule:

- Day shift

Supplemental Pay:

- Attendance bonus
- Overtime pay
- Performance bonus
- Yearly bonus

Work Location: In person

Expected Start Date: 05/19/2025

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