Admin Coordinator

We are seeking a skilled Admin Coordinator to deliver efficient secretarial and administrative expertise in a well-organized and timely manner.

This role involves working closely with the directors, executive and coordinators from the operations and project management team, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations, coordination and effective communication at all times.

Your responsibilities will range from coordinating vendors and part time crews, managing schedules, managing inventory and correspondence to organizing meetings and maintaining confidentiality.

We require someone who is quick learner, proactive, detail-oriented, possesses exceptional organizational and communication skills. Have the ability to work independently and as a team, plan and schedule workload, ensuring that all data is properly documented and filed.

**Responsibilities**:

- To organize, coordinate and liaise with relevant authorities for obtaining licenses, permits and approvals related to events and projects
- Maintain accurate and organized filing systems, both physical and digital, ensuring easy access and retrieval of information.
- Recruiting events crew and act as Focal Person to liaise with
- Keeping and updating database for events crew details
- Oversee office supplies for events, ordering and maintaining inventory, and ensuring a clean and professional work environment.
- Managing the drivers transport arrangements and petty cash.
- Manage F&B arrangements for staff and crew during events.
- To manage and organize the Director's schedule, appointments and travel arrangements, arranging required meetings and assist in other tasks requested by the MD.
- Handle sensitive and confidential information with discretion and professionalism.
- Anticipate the needs of the director and proactively address them.

**Job Requirements**

Minimum 5 years in administration and service environment or related.

Previous experience in admin and PA role or similar is very advantageous.

Strong written and verbal communication skills (English and Bahasa Malaysia)

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Strong planning and organization skills to prioritize work to meet objectives.

Strong communication and collaboration skills, with a demonstrated ability to work in a team environment and with a diverse group of internal and external customers / suppliers.

Able to join IMMEDIATELY

Possess own transport

**Skills**:
Good interpersonal skills, Active listener

Fast and eager learner

Knowledge of office management systems and procedures

Ability to handle office equipment (e.g., the telephone system, printer and the fax machine)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills and telephone etiquette

Ability to work under pressure and meet deadlines with accuracy and attention to details

Strong problem solving and analytical skills.

Excellent organizational and time-management skills.

Pay: RM2,200.00 - RM3,200.00 per month

**Benefits**:

- Free parking
- Opportunities for promotion
- Professional development

Schedule:

- Monday to Friday

Supplemental Pay:

- Performance bonus
- Yearly bonus

Ability to commute/relocate:

- Petaling Jaya: Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

- How long is your notice period?
- When you do not understand a task given to you what would your next action be in order to get the task done?

**Education**:

- Diploma/Advanced Diploma (preferred)

**Experience**:

- Microsoft Excel: 5 years (preferred)

**Language**:

- English (required)

**Location**:

- Petaling Jaya (preferred)

Willingness to travel:

- 100% (required)