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Admin Executive

3 weeks ago

Seri Kembangan, Selangor, Malaysia TME MANAGEMENT & SERVICES SDN BHD Full time 14,400 - 28,800 per year

Urgent Hiring Result will be in 15 minutes

Job Brief: Admin Executive

(Please read and understand before applying for this position)

Please submit your application via WhatsApp to Ensure your message contains the following essential information:

  • Application Title: Indeed Admin Exec - Seri Kembangan
  • Expected Salary: (Specify value)
  • Joining Availability: (e.g., Immediately, 1-month notice)
  • Supporting Document: Attach your updated CV. (compulsory)

Shortlisted candidates will be contacted for an interview scheduled on 22/10/2025.

Admin Executive: Operations & Compliance Focus

We are seeking a highly organized, resilient, and detail-oriented Admin Executive to act as the operational and administrative backbone of our organization. This is a critical, fast-paced role that blends rigorous daily operational follow-up with meticulous reporting, financial administration, and safety (SHE) compliance.

The ideal candidate must be committed to excellence, proficient in data management and design tools, and capable of handling high-pressure situations with professionalism. We are looking for a candidate committed to long-term growth and process efficiency.

Key Responsibilities

  1. Operations, Maintenance & Compliance Management

  2. Daily Operational Follow-up: Implement a daily monitoring and follow-up system with key service personnel (Landscape Cleaner, Car Park Operator, Chargeman, and Technician) to ensure all operational daily checklists are completed accurately and on time.

  3. Defect Management & Reporting (Kerosakkan): Promptly identify and document all damages/defects. Coordinate necessary repairs and generate a formal incident report for every occurrence.
  4. Safety, Health & Environment (SHE): Actively conduct assigned SHE tasks and assist in preparing the monthly SHE reports to ensure strict adherence to all safety standards and organizational policies.
  5. Staff Coordination: Update and maintain the monthly staff roster and coordinate staff shift arrangements to ensure continuous coverage.

  6. Visual Documentation & Data Compilation: Capture required photographs of single items/jobs and meticulously compile all visual documentation, along with detailed job scope information, into a comprehensive, centralized Excel file for audit and reference.

  7. Reporting, Documentation & Presentation

  8. Daily & Weekly Reporting: Generate regular reports on departmental activities and ensure all daily reports are updated and submitted before the end of each shift. Compile and submit weekly operational status reports.

  9. Monthly Management Reports: Prepare the full monthly operation report and all technical reports, summarizing activities, challenges, and achievements.
  10. Presentation Design: Utilize design software like Canva to professionally prepare and finalize monthly presentation slides for management meetings.

  11. Status Management: Maintain and update status logs for all pending and ongoing tasks across all operational job scopes.

  12. Financial & Administrative Administration

  13. Billing and Record-Keeping: Handle invoicing and maintain accurate records of all transactions, reports, and essential documents.

  14. Cash Reconciliation: Ensure that cash collections are counted, reconciled, and match daily transaction reports.
  15. Invoice Management: Review all office-related invoices (e.g., copier, telephone/fax bills, staff claims) prior to submission to the finance department.

  16. Inventory & Procurement: Monitor and manage inventory levels of office supplies and coordinate procurement processes, maintaining supplier relationships.

  17. Communication & Meeting Coordination

  18. Meeting Logistics: Plan, schedule, and attend monthly physical meetings and weekly online meetings (via Google Meet).

  19. Minutes & Action Follow-up: Take comprehensive minutes during internal meetings, handle confidential matters discreetly, and monitor follow-up actions for all pending tasks.
  20. Bulk Correspondence: Execute high-volume, personalized communications using Mail Merging techniques for notices, invitations, or correspondence.
  21. Liaison: Maintain effective communication with external vendors, internal teams, and management.

Qualifications & Skills Required

  • Proven experience (1) as an Admin Executive or similar operational support role.
  • Strong organizational and time management skills with meticulous attention to detail.
  • Resilience and Professionalism: Ability to remain composed and effective under pressure and commit to long-term growth.

Technical Proficiency (Mandatory)

  • Office Suite Mastery: Expert proficiency in the WPS Office Suite (Writer, Spreadsheet, Presentation) or Microsoft Office equivalent, particularly with advanced functions in Excel/Spreadsheet for data compilation.
  • Design & Presentation: Proven ability to use Canva (or similar graphic design software) to create high-quality reports and presentation materials.
  • Automation: Demonstrated expertise in executing Mail Merging functions to efficiently create personalized bulk correspondence.
  • Documentation: Proficiency in documentation procedures and managing an organized filing system (physical and electronic).
  • Regulatory Knowledge: Basic understanding of SHE (Safety, Health, and Environment) practices and local regulations.

Working Hour

Monday to Saturday : 9am - 6pm

Sunday : Off Day

Job Types: Full-time, Permanent, Fresh graduate

Pay: RM1, RM2,800.00 per month

Benefits:

  • Opportunities for promotion
  • Professional development

Work Location: In person