Administrative Executive
15 hours ago
Job Purpose: The Administrative Executive is responsible for providing comprehensive administrative support across all departments, with a primary focus on Human Resources and Finance, and for overseeing the day-to-day administration of Yayasan Chow Kit. This role is critical to ensuring smooth operations and compliance with organizational processes.
Responsibilities and Roles:
Administration
· Supports the HR Manager in the overall administration function.
· Coordinates daily organization operations, administrative duties, staff activities, and the upkeep of organization facilities and infrastructure.
· Manages office supplies, inventory, vendor relationships, and procurement processes.
· Oversees the maintenance of office equipment, the building, and the general office environment, including the purchase and distribution of consumables.
· Monitors utility bills, rent, and other building-related payments, ensuring accuracy and timely processing.
· Supports meeting scheduling, agenda preparation, and minute-taking.
· Handles correspondence (drafting letters as needed), mail, courier services, and reception duties, including phone calls and maintaining the filing system.
· Manages organization expense claims and petty cash.
· Handle driver bookings and schedule coordination.
· Supports the preparation of various organization-related payments.
· Maintaining office supply inventories, including monitoring stock levels, ordering, and verifying receipt.
· Facilitates pre- and post-purchase processes according to Finance SOPs and supports adherence to these SOPs.
· Records incoming and outgoing documents for HR and Finance.
· Assists the Finance Department with document scanning and filing.
· Performs other administrative tasks as directed by management.
· Monitors staff schedules (in the absence of the HR Manager) to ensure adherence to policies regarding daily attendance, off days, and Public Holidays.
· Ensures all staff pay their monthly collection for event staff.
· Prepares and coordinates in-house training, including meal arrangements as needed.
· Schedules interviews, sends email invitations, and manages candidate communications.
· Maintains staff attendance, leave records, and timesheets.
· Ensures the accurate maintenance of employee records and confidential files.
· Supports the onboarding of new employees, visitors, and volunteers, including document filing and general HR tasks.
What We're Looking For:
Strong administrative and basic bookkeeping knowledge
Reliable, proactive, and organized with strong work ethics
Tech-savvy (Microsoft Office, spreadsheets, emails, etc.)
Excellent communication and interpersonal skills
Able to multitask and remain calm under pressure
Team player who thrives in a fast-paced, mission-driven environment
Job Type: Full-time
Pay: RM2, RM3,000.00 per month
Benefits:
- Dental insurance
- Health insurance
- Maternity leave
- Opportunities for promotion
Ability to commute/relocate:
- Kuala Lumpur: Reliably commute or planning to relocate before starting work (Required)
Education:
- Bachelor's (Preferred)
Experience:
- Administration: 2 years (Preferred)
Language:
- English (Preferred)
- Bahasa (Preferred)
Work Location: In person
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