Admin Assistant

**Job Purpose**:
The Administration Executive is responsible for providing comprehensive administrative, procurement, operational, and hostel support to the organization. This role handles purchasing, claims processing, contractor coordination, license renewals, insurance, data entry, logistics, document preparation, and hostel administration. The Administration Executive ensures that operations run smoothly, documentation is accurate, and compliance standards are met across all departments.

**Job Description Summary**:
The Administration Executive manages a diverse portfolio of administrative responsibilities, including financial administration, procurement, supplier coordination, license and contract renewals, utility and hostel management, event proposal support, insurance tracking, and general office operations. The role requires strong attention to detail, excellent organization, and effective communication with both internal teams and external partners to ensure timely and accurate execution of all assigned duties.

**Key Responsibilities**
- **A. Financial & Claims Administration**_
- Process staff claims for senior management.
- Reconcile and categorize credit card expenses (personal vs. company).
- Maintain accurate financial records, including Facebook ad claims and refund forms.
- Submit petty cash claims and manage COD payments with supporting documentation.
- **B. Procurement & Purchasing**_
- Prepare and issue Purchase Requisition Forms (PRF) for approved purchases.
- Obtain supplier quotations and negotiate pricing and delivery schedules.
- Place purchase orders and verify delivery against orders.
- Submit payment requests to Finance and scan/archive all purchasing documentation.
- **C. Contractor & Supplier Coordination**_
- Contact and schedule contractors for repair, renovation, and maintenance jobs.
- Coordinate timelines and inform Operations to monitor progress.
- Submit contractor payment requests as per job completion or contractual terms.

**D. License, Permit & Insurance Renewals**
- Track and renew licenses.
- Replace/display valid licenses at designated locations.
- Renew vehicle insurance and maintain insurance records.
- **E. Office & Hostel Leasing and Contracts**_
- Source and secure suitable office/hostel premises.
- Negotiate lease terms with property owners or agents.
- Manage lease agreement signing and renewals in compliance with regulations.
- Coordinate building defect reporting and repair follow-ups with landlords.
- **F. Hostel & Occupancy Management**_
- Track weekly hostel occupancy, counter check with dorm leaders or warden.
- Handle student check-in.
- Organize meeting with dorm leaders or warden to monitor cleanliness, maintenance issues, and utility usage.
- Manage utility data, monitor unusual usage, and issue reports or warning letters as needed.
- **G. Contractual Maintenance Services**_
- Obtain quotations and coordinate contract services renewals.
- Notify related students/staff of upcoming visits and ensure smooth coordination.
- **H. Event & Proposal Coordination**_
- Prepare & drafting project (competitions and events) proposals.
- Liaise with agencies and local authorities on related matters.
- **I. Logistics & Communications**_
- Arrange and track postage/delivery of items & goods ordered.
- Liaise with internal departments and external vendors/partners as needed.
- **J. Records, Database & Documentation**_
- Record, compile, and summarize minutes of internal meetings.
- Maintain accurate databases for students, participants, events, and inventory.
- Check and file /scan payment receipts and related documents.
- Archive all forms, PRFs, claims, and licenses in a well-organized manner.
- **K. General Office Support**_
- Provide general administrative and operational support as needed.
- Assist in special projects, tasks, or assignments given by management.

**Qualification Requirement (Executive Position)**:

- Diploma in Business Administration or Office Management, or a related field.
- Minimum 2 years of relevant administrative and operational experience.
- Prior experience in procurement, data entry, hostel or facility coordination is an advantage.

**Skills & Competencies**:

- Strong organizational, multitasking, and time management skills.
- High attention to detail, accuracy, and record keeping.
- Proficient in Microsoft Office (Excel, Word, Outlook).
- Strong communication in English & Bahasa Melayu. Mandarin proficiency preferred.
- Ability to work independently and collaboratively in a team environment.
- Capable of handling confidential information with integrity.

Pay: RM2,300.00 - RM3,000.00 per month

Schedule:

- Monday to Friday

Work Location: In person

Expected Start Date: 06/15/2025