Consultancy Admin Executive

1 week ago

Petaling Jaya, Malaysia City University Malaysia Full time

Job Summary

The Consultancy Admin Executive is responsible for managing daily office operations, including document handling, scheduling, and travel coordination, while also supporting consultants with report preparation and correspondence. They act as a key liaison between consultants and clients, maintain CRM systems, and ensure timely project execution. The role involves drafting contracts and proposals, organizing filing systems, and tracking deliverables. Additionally, they handle finance-related tasks such as invoice processing, procurement coordination, and petty cash management. The executive also ensures compliance with internal policies and regulations, assists with audits, manages office supplies and equipment, and supports onboarding processes for new team members

Duties & Responsibilities
- **Administrative Support** - Manage day-to-day office operations including filling, data entry, and document preparation. Schedule and coordinate meetings, appointments, and travel arrangements. Prepare reports, presentations, and correspondence as required by consultants or management.
- **Client and Consultant Coordination** - Serve as a liaison between consultants and clients for scheduling and document follow-ups. Assist in maintaining client records and updating CRM/database systems. Coordinate with consultants to ensure timely delivery of consultancy services.
- **Documentation and Reporting** - Draft contracts, proposal, and other professional documents under the supervision of senior staff. Maintain organized and confidential filling systems (digital and physical). Track project timelines, deliverables, and follow up tasks.
- **Finance and Procurement Support** - Process invoices, purchase orders, and expense reimbursements. Liaise with vendors and suppliers for procurement of office supplies or services. Assist in budget tracking and petty cash management.
- **Compliance and Policy Support** - Ensure adherence to internal policies and external regulatory requirements. Assist in compiling data for audits, compliance reports, and internal reviews.
- **General Office Management** - Ensure office supplies are stocked, and equipment is maintained. Coordinate with IT and facilities management when needed. Support onboarding of new staff or consultants with administrative setup.

**Requirements**:

- A Bachelor’s Degree in Business Administration, Office Management, or a related field. (Lecturer and Researcher also preferred)
- 1 - 3 years of experience in administrative or office support roles.
- Prior experience in a consulting or professional services firm is an added advantage.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, GDrive, Form, etc.), Canva and other general office productivity tools
- Strong organizational, interpersonal, and communication skills.
- Demonstrated ability to handle confidential and sensitive information with the highest level of discretion and professionalism.

Pay: RM2,200.00 - RM3,000.00 per month

**Benefits**:

- Health insurance

Schedule:

- Monday to Friday

Ability to commute/relocate:

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

**Language**:

- English (preferred)

Work Location: In person

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