Admin Officer

**Responsibilities**:
General Administrative Support:

- Handle daily office operations, including scheduling meetings, managing calendars, and coordinating office activities.
- Maintain and organize office supplies, ensuring that inventory is adequately stocked.
- Answer phone calls, take messages, and redirect queries to the appropriate departments.
- Manage office filing systems and ensure that all documents are well-organized and accessible.
- Assist in preparing reports, memos, and presentations as needed.

Tender Management:

- Assist in the preparation, compilation, and submission of tender documents in compliance with client specifications and timelines.
- Coordinate with internal teams (Finance, Legal, IT, and Security) to gather the necessary documentation for tender proposals (e.g., company profiles, certifications, financials, legal documents).
- Ensure all tender documents are accurately completed and submitted within deadlines, including electronic and physical submissions.

Tender Tracking & Follow-up:

- Monitor the status of tender submissions and provide timely updates to the relevant stakeholders.
- Follow up on the progress of tender evaluations and communicate results to the team.
- Maintain records of submitted tenders, deadlines, and outcomes for future reference.

Vendor and Client Coordination:

- Liaise with clients, vendors, and subcontractors for any clarifications or additional information required for tenders.
- Assist in arranging meetings with clients and suppliers as needed to discuss tender-related matters.
- Provide administrative support for client and vendor correspondence related to ongoing tenders and projects.

Document Management & Filing:

- Maintain a well-organized electronic and physical filing system for all tender-related documents.
- Ensure compliance with company’s document control policies for all tender-related materials.
- Assist in preparing post-tender reports and documentation for internal analysis.

Compliance & Quality Assurance:

- Ensure that all tender submissions comply with relevant legal, regulatory, and organizational requirements.
- Review tenders for completeness, consistency, and accuracy before submission.

Office Support & Miscellaneous Tasks:

- Assist with HR-related administrative tasks such as maintaining employee records, handling leave requests, and preparing internal memos.
- Manage meeting arrangements and take minutes when necessary.

Other Ad-Hoc Duties:

- Perform other administrative and office support tasks as assigned by the management team.

Qualifications:

- Bachelor's degree in Business Administration, Office Management, or a related field (preferred).
- Proven experience as an administrative or executive assistant.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Proficient in using office software (e.g., Microsoft Office Suite, calendar management tools).
- Excellent verbal and written communication skills (in English and Malay Language).
- Ability to handle multiple tasks and prioritize effectively.
- Discretion and professionalism when dealing with confidential information.
- Strong interpersonal skills and ability to work well in a team.
- Proactive problem-solving abilities.

**Benefits**:

- Working Hours: 9.00 a.m. - 6.00 p.m. (Monday - Friday)
- Monitor and laptop provided
- Training provided
- Free lunch meal (Monday & Friday)
- Free flow snacks and coffee
- Hostel provided (for male only)
- Fun & Environment workspace
- Opportunities for career growth

Pay: RM1,500.00 - RM2,000.00 per month

**Benefits**:

- Free parking
- Maternity leave
- Meal allowance
- Parental leave

Schedule:

- Monday to Friday

Supplemental Pay:

- Attendance bonus
- Performance bonus

Ability to commute/relocate:

- Cyberjaya: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)