Office Executive

1.0 PURPOSE
- The Office Executive will be responsible to support office operations and ensure the smooth running of

create comprehensive management reports for executives, while also handling day-to-day office management

tasks. In addition, the Office Executive will coordinate office events, manage travel and accommodation

bookings, and ensure efficient communication across teams.
- This role requires someone with excellent organizational and communication skills, capable of multitasking and

working in a dynamic office environment.

2.0 REPORTING
- The Office Executive reports to the Plant Manager, Malaysia.

3.0 RESPONSIBILITIES
- Management Reporting:

- Compile and analyze data from various departments to create detailed management reports for executives.
- Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision
- making.
- Collaborate with different teams to gather and organize the required information and metrics for reporting.
- Office Task Coordination:

- Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and

office supplies inventory are handled efficiently.
- Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed

effectively.
- Maintain the office filing system, both digital and physical, ensuring easy access to important documents.
- Meeting / Event Coordination:

- Plan and coordinate office events, including meetings, conferences, and team-building activities.
- Prepare meeting agendas in collaboration with department heads.
- Attend meeting as required and take accurate and detailed minutes, including recording decisions, action

items and deadlines.
- Distribute meeting minutes promptly to relevant parties and ensure follow-up on assigned action items.
- Ensure smooth execution of events by managing logistics, venue bookings, catering arrangements, and any

other necessary details.
- Collaborate with internal teams to align event objectives and ensure all arrangements meet company

standards.
- Travel and Accommodation Management:

- Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.
- Ensure all travel plans comply with company policies and meet the specific needs of staff and executives.
- Keep accurate records of travel itineraries and bookings, ensuring timely communication with staff regarding

their arrangements.
- Vendor and Service Management:

- Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely

delivery and cost-effectiveness.
- Processing and managing purchase requisitions through the SAP system.
- Manage relationships with travel agencies, hotels, and transport service providers to secure the best rates

and ensure a smooth booking process.
- General Administrative Support:

- Provide administrative support to the management team as required, including calendar management,

meeting coordination, and handling correspondence.
- Ensure the office environment remains organized and conducive to a productive work atmosphere.

4.0 MAIN TASKS
- Overseeing all aspects of office operations, ensuring that the office operates efficiently.

5.0 PROFILE
- Diploma or Degree in Business Administration, Office Management, or a related field.
- Proven experience with 2-4 years in office administration, management reporting, or executive support.
- Strong analytical skills with the ability to compile complex information into clear and concise management

reports.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Experience in processing and managing purchase requisitions using SAP Ariba or similar procurement systems

is desirable but not essential, as training will be provided.
- Excellent organizational skills with the ability to handle multiple tasks simultaneously.
- Strong communication skills and the ability to interact professionally with all levels of staff.
- Experience in event planning, travel coordination, and vendor management is an advantage.
- Ability to work independently and in a team-oriented environment, maintaining a high level of attention to detail.

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

Pay: RM5,000.00 - RM6,000.00 per month

**Benefits**:

- Maternity leave
- Opportunities for promotion
- Professional development

Schedule:

- Monday to Friday

**Experience**:

- using SAP Ariba and procurement systems: 1 year (required)

**Language**:

- Mandarin (required)