Manager / AM - Business Support

Job Responsibilities

1. Executive Assistance

• Manage executive calendars, appointments, travel arrangements, and meeting logistics.
• Prepare and review correspondence, presentations, reports, and documentation.
• Handle confidential information with utmost discretion.
• Act as liaison between executives, internal teams, and external stakeholders.
• Track and follow up on deliverables, meeting outcomes, and project timelines.
• Support leadership in special projects, research, and strategic tasks.

2. Office & Workplace Management

• Oversee day-to-day office operations to ensure a safe, organised, and efficient work environment.
• Manage relationships with vendors, service providers, and facility management partners.
• Handle office supplies, pantry inventory, and equipment maintenance.
• Coordinate workspace layout, seating plans, and access control systems with Security team.
• Ensure compliance with workplace health and safety regulations with HSSE team.
• Coordinate janitorial, security, and office maintenance activities with Facilities team.
• Organize company events, celebrations, and engagement activities.

3. Financial & Administrative Management

• Manage company and executive credit cards — monitor usage, collect receipts, and reconcile statements.
• Process vendor invoices, purchase orders, and petty cash reimbursements.
• Responsible to maintain register and stamping of confidential documents required for statutory compliance.
• Track and report office and administrative budgets.
• Ensure compliance with finance and procurement policies.

4. Uniforms, PPE, and Safety Gear Management

• Coordinate issuance, replacement, and maintenance of employee uniforms as per company standards.
• Manage stock and distribution of Personal Protective Equipment (PPE) including safety shoes, helmets, gloves, and other gear as required by job roles.
• Maintain records of PPE issuance, renewal, and compliance with safety regulations.
• Work closely with the HSSE (Health, Safety & Environment) or HR team to ensure employees adhere to safety protocols.
• Liaise with approved vendors for procurement of uniforms and PPE items, ensuring quality and cost efficiency.

5. Communication & Coordination

• Act as a central point of contact for all administrative and office-facility related queries.
• Maintain documentation systems, office policies, and records.
• Facilitate internal communication and ensure smooth coordination between departments.
• Support onboarding of new employees by preparing workstations, uniforms, and PPE kits.

6. Corporate Branding & Employee Engagement

• Champion the company's corporate image and culture through consistent branding across office spaces, events, and employee materials.
• Coordinate with Corporate Communications to ensure workplace visuals, signage, and communication materials align with brand guidelines.
• Oversee the display and maintenance of company logos, mission statements, and brand identity elements within the office environment.
• Support in organizing company-wide events, CSR (Corporate Social Responsibility) initiatives, and community engagement programs to strengthen corporate reputation and employee pride.
• Manage the creation and distribution of branded materials (e.g., employee ID lanyards, welcome kits, uniforms, PPE branding, and event merchandise).
• Contribute to internal communication efforts that promote company culture, achievements, and brand storytelling across teams.

Job Requirements

Education:

• Bachelor's Degree in Business Administration, Management or related field.

Experience:

• 5–8 years of experience as an Executive Assistant, Office Manager, or Administrative Manager.
• Experience in managing workplace operations, safety gear, and vendor coordination.
• Prior exposure to industrial, logistics, or technical environments (preferred).

Technical Skills:

• Proficient in MS Office Suite and any other application on office management systems.
• Experience with procurement and expense management systems.
• Familiarity with workplace safety standards and PPE requirements.

Soft Skills:

• Strong organizational, enterprise engagement activities organizing, and multitasking abilities.
• Strong written and verbal communication abilities.
• Professionalism, discretion, and integrity in handling sensitive information.
• Detail-oriented, proactive, and able to manage competing priorities.
• Collaborative and service-oriented mindset.

Must be willing to work at Section 26, Shah Alam.

Key Performance Indicators (KPIs)

• Timely and accurate delivery of executive and administrative tasks.
• Efficient office operations and cost management.
• Compliance with workplace safety and PPE requirements.
• Budget control and timely reconciliation of credit card expenses with accuracy in credit card and expense reconciliations.
• Employee satisfaction with workplace environment and support services.