Admin Executive

1 week ago

Gelang Patah, Johor, Malaysia JT Automation Technology(Malaysia)SDN BHD Full time 15,000 - 30,000 per year

Key Responsibilities:

Front Desk & Reception Duties

  • Serve as the first point of contact for visitors, clients, and vendors in a professional manner.
  • Answer, screen, and direct phone calls and inquiries.
  • Handle incoming and outgoing mail, courier, and deliveries.
  • Maintain a tidy, organized, and welcoming reception and office environment.

Administrative & Office Support

  • Provide general administrative and clerical support to management and staff.
  • Prepare letters, reports, and other documents as required.
  • Maintain proper filing systems (electronic and physical).
  • Assist in scheduling meetings, appointments, and travel arrangements.

Procurement & Office Management

  • Purchase and manage inventory of office stationery, pantry groceries, and general office supplies.
  • Source and coordinate the purchase of office equipment and furniture.
  • Review and monitor maintenance agreement and schedules.

Facility, Cleaning & Security Management

  • Coordinate and monitor office cleaning services to ensure a clean and organized workplace.
  • Liaise with security guard providers and ensure proper coverage and performance.
  • Handle office maintenance, repair, and renovation arrangements.
  • Ensure office safety, security, and compliance with building regulations.

Access Control & Employee Identification

  • Manage door access systems including registration, activation, and deactivation of access cards.
  • Prepare, issue, and maintain records of employee ID badges.
  • Liaise with vendors or IT support for access system updates and troubleshooting.

Company Hostel & Accommodation Management

  • Manage company hostel and staff accommodation arrangements, including rental agreements, renewals, and payments.
  • Liaise with landlords, property agents, or service providers for maintenance and inspection matters.
  • Maintain a record of tenancy agreements, deposits, and room assignments.

Overseas Staff & Travel Arrangements

  • Coordinate overseas staff accommodation, transportation, and logistics.
  • Book air tickets for employees, management, and visiting guests as required.
  • Handle visa applications, renewals, and related travel documentation in coordination with HR.
  • Arrange airport transfers and ensure smooth arrival/departure processes for overseas staff or visitors.

Other Duties

  • Handle confidential information with professionalism and discretion.
  • Perform any other administrative or operational duties assigned by management from time to time.

Requirements:

  • Minimum Diploma in Business Administration, Office Management, or related field.
  • 2–4 years of relevant experience in office administration, procurement, or facility management.
  • Strong organizational and multitasking skills with attention to detail.
  • Good communication and interpersonal skills.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Responsible, independent, and proactive in handling tasks.
  • Pleasant personality with a professional and service-oriented attitude.

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