Admin Executive

About Us:

Separating People from Hazards is our life's work.
Kee Safety

is the leading global manufacturer and supplier of safety systems and solutions. Founded in the UK, Kee Safety has expanded to have key operations in the USA, Canada, Germany, Netherlands and UAE, and regional offices and warehouses in India, Singapore, and China.

When you join the Kee Safety Team, you align yourself with one of the leading safety and fall prevention experts in the world. You will also be working with people who are passionate about fall prevention and safety and who care about their company and its customers.

Job Description:

As an
Admin Executive

at Kee Safety Malaysia Sdn Bhd, you will be a Key Contributor in supporting our business operations by managing essential administrative tasks. From scheduling meetings and maintaining employee records to handling purchase orders and financial documentation, you will ensure the smooth functioning of our office. Your responsibilities will also include organizing company records, update SharePoint, and assisting with onboarding and training activities. With a keen eye for detail and a proactive approach, you will be instrumental in optimizing internal workflows and contributing to Kee Safety's operational excellence.

Main responsibilities:

1. Administrative & Office Management

• Perform general office administration tasks, including sending emails, invoices, purchase orders (PO), sales orders (SO), and packing lists.
• Maintain and update records in SharePoint, ensuring all documents are properly uploaded.
• Handle email correspondence and manage office communication efficiently.
• Schedule and coordinate meetings, appointments, and travel arrangements when required.
• Assist in maintaining an organised and efficient workplace, including housekeeping and office audits.
• Handling of petty cash
• Following up with the customers on outstanding payments

2. Sales Coordination & Order Management

• Support the sales team with essential coordination tasks.
• Work closely with suppliers, customers, and operations teams to ensure smooth sales processes.
• Follow up on outstanding orders, quotations, and customer enquiries.
• Ensure prompt and accurate order processing, liaising with internal teams (accounts & logistics) for goods purchase and delivery.
• Coordinate order acceptance with clients and ensure proper documentation.
• Liaise with the freight forwarder for incoming and outgoing shipments

3. Vendor & Purchase Management

• Process purchase orders and match purchase invoices.
• Maintain a record of payments and assist with payment listing.
• Work with vendors to ensure compliance with company standards and requirements.

4. Employee & HSE Coordination

• Assist with onboarding new employees, maintaining employee records, and coordinating training sessions.
• Schedule HSE (Health, Safety & Environment) meetings and upload minutes in SharePoint.
• Conduct employee audits and housekeeping audits as required.

5. Record-Keeping & Compliance

• Maintain proper filing systems and ensure timely and accurate documentation.
• Keep track of daily sales reports and other relevant business data.
• Assist in general administrative duties as assigned by the superior.

6. Other Responsibilities

• Ensure coordination with internal teams for payment collection.
• Carry out any ad-hoc duties as required by the management from time to time.

Requirement:

·       Bachelor's degree or Diploma in business administration or a related field.

·       Minimum
2 years

of administrative experience.

·       Ideally, someone who also speaks
Chinese

.

·       Able to work effectively in a fast-paced and pressure environment.

·       Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

·       Capable of working independently with minimal supervision.

·       Strong team player with excellent interpersonal and communication skills.

·       Positive attitude and a mindset focused on continuous improvement.

·       Proactive and solution-oriented; able to anticipate issues and resolve them efficiently.