Executive - Administration

1 day ago

Kuala Lumpur, Kuala Lumpur, Malaysia GMG SEA (MALAYSIA) SDN BHD Full time 40,000 - 60,000 per year

In light of our tremendous growth, we are on the lookout for vibrant, innovative, and open-minded individuals to join our rapidly growing team Become a part of our diverse and driven workforce, where you can cultivate your creativity and contribute to pioneering initiatives in an inclusive, equal opportunity setting

The Admin Executive is responsible for providing comprehensive administrative support to ensure the smooth and efficient daily operations of the company. This role also manages the Travel Desk functions, including coordinating business travel arrangements and ensuring cost-effective and seamless travel experiences for employees.

Reporting to the Senior Manager – HRBP & TA, you will be responsible for:

Administrative Support
  • Provide general administrative assistance such as filing, scanning, compiling reports, and managing documentation.
  • Handle incoming and outgoing correspondence, emails, and phone calls promptly and professionally.
  • Maintain office supplies inventory, place orders, and ensure cost control.
  • Support the coordination of meetings, appointments, and company events.
  • Manage office upkeep, ensuring a clean, organized, and safe working environment.
  • Liaise with vendors, service providers, and building management for office-related matters.
  • Assist in preparing letters, memos, meeting minutes, and other administrative documentation.
Travel Desk Management
  • Coordinate and arrange domestic and international travel for employees, including flight bookings, accommodation, transportation, and visas.
  • Ensure travel arrangements comply with the company's travel policies and budget guidelines.
  • Maintain an up-to-date database of travel vendors, preferred airlines, hotels, and agents to negotiate competitive rates.
  • Prepare travel itineraries and ensure timely distribution to employees.
  • Track travel expenses and prepare monthly travel-related reports for management review.
  • Provide support for last-minute travel changes, cancellations, and emergency adjustments.
  • Ensure proper documentation and filing of travel records (tickets, receipts, approvals, etc.).
Other Duties
  • Support onboarding logistics for new hires (access cards, workspace setup, etc.).
  • Assist HR with administrative tasks when required.
  • Undertake any ad-hoc assignments or projects as assigned by Management.

In order to succeed in the role, you should ideally have:

  • Bachelor's degree or Diploma in Business Administration, Management, or a related field.
  • Proficiency in Coupa, SuccessFactors, SAP, Vendor Management System will be an added advantage.
  • Proven experience in visa processes (Asia) from a travel related background
  • Proficient in office software (e.g., Microsoft Office Suite).
  • Excellent organizational and multitasking abilities.
  • Strong communication and interpersonal skills. English fluency is required.
  • Attention to detail and a high level of accuracy.
  • Ability to maintain confidentiality and handle sensitive information.

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