Executive, Administration

1 week ago

Greater Johor Bahru, Malaysia GU Group (Galur Unggul Sdn Bhd) Full time 30,000 - 60,000 per year

Provides comprehensive administrative and operational support to ensure smooth day-to-day functioning of the office. This role manages office facilities, procurement, records, and documentation, coordinates meetings and events, supports the Director, and ensures compliance with internal policies and administrative procedures. The Admin Executive acts as a central point for office operations, facilitating efficiency, accuracy and a well-organized workplace environment.

  • General Administrative Support
    : Perform day-to-day administrative tasks including data entry, filing, scanning and supporting administrative needs and assisting with budget/projection data preparation.
  • ISO & Administrative Compliance Documentation
    : Assist in preparing, organising, and updating documents required for ISO and other administrative compliance obligations.
  • Director Support
    : Manage the Director's calendar, meetings, travel arrangements, expense claims and preparation of meeting materials.
  • Government Liaison & Compliance Support
    : Handle communication with government agencies/authorities, prepare required submissions and assist with regulatory compliance matters and research policies to access incentive.
  • Records & Filing Management
    : Maintain and update physical and digital filing systems, ensuring proper documentation control, retrieval and audit readiness.
  • Office Policies, Procedures & Internal Communication:
    Implement and maintain office SOPs, policies, administrative procedures, and assist in drafting internal memos, announcements, notices, and circulars.
  • Office Supplies, Procurement & Reporting:
    Manage procurement of office supplies, equipment, pantry items, maintain inventory levels and prepare weekly/monthly administrative reports (procurement, inventory, office expenses).
  • Office Maintenance & Facilities Management
    : Coordinate office repairs, services, maintenance, cleaners, IT support, fire exit plans, basic safety policies, security, pantry upkeep, and overall office environment.
  • Event, Meeting & Pickup Coordination:
    Assist in planning events, arranging logistics, preparing pre-read materials, coordinating with internal/external parties, and receiving pickup calls to pass to the relevant Person-In-Charge (PIC).
  • Bill, Utility & Data Management
    : Monitor and process office bills (utilities, sewerage, subscriptions), maintain databases, trackers and ensure accurate document retrieval when needed by Management including online payments, vendor invoices, and administrative transactions promptly.

Qualifications & Requirements

  • Diploma or Bachelor's degree in Business Administration, Management, or related fields.
  • Minimum 2 years of experience in administrative or office support roles.
  • Strong organizational and time management skills.
  • Proven experience in coordinating and managing multiple administrative tasks while ensuring accuracy and timeliness.

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