Administrative Executive

2 days ago

Setapak, Selangor, Malaysia INFINITY GUARD FORCE SDN BHD Full time 24,000 - 36,000 per year

Key Responsibilities

A. Office Administration

  • Manage daily office operations including filing, record keeping, and general administrative tasks.
  • Handle office supply inventory, stationery orders, and vendor coordination.
  • Manage incoming/outgoing mail, emails, and courier arrangements.
  • Arrange meetings, take minutes, prepare documents, and assist in travel arrangements.
  • Maintain office equipment and coordinate repairs or service contracts.
  • Ensure all administrative activities comply with company procedures.

B. Tender & Procurement Administration

  • Assist in preparing tender documents, proposals, and compliance submissions.
  • Ensure tender requirements are met by collecting information from relevant departments.
  • Manage tender submission schedules, registration renewals, and document updates.
  • Maintain tender documentation, vendor database, and follow-up records.

C. Human Resources Support

  • Assist with recruitment (job postings, interview scheduling, candidate communication).
  • Prepare HR documents: offer letters, contracts, onboarding forms, and employee files.
  • Maintain attendance records, leave tracking, and assist with monthly payroll data preparation.
  • Support staff training, performance review documentation, and HR reporting.
  • Ensure compliance with HR policies and statutory requirements.

D. Accounts Administration

  • Assist Finance/Accounts department in basic accounting tasks.
  • Prepare, record, and update accounting documents (invoices, receipts, payment vouchers).
  • Perform data entry into accounting systems or spreadsheets.
  • Assist in accounts payable (AP) and accounts receivable (AR) functions, including invoice verification and follow-up.
  • Maintain proper filing of financial records and ensure accuracy of supporting documents.

Required Skills & Qualifications

  • Diploma/Degree in Business Administration, Accounting, HR, or related fields.
  • 1–3 years of experience in admin, HR, accounts, or tender coordination roles.
  • Proficient in Microsoft Office; experience with accounting software is an advantage.
  • Good communication and organizational skills with ability to multitask.
  • Strong attention to detail and confidentiality.

Personal Qualities

  • Responsible, proactive, and able to work independently.
  • Strong teamwork and interpersonal skills.
  • Able to work under pressure with tight deadlines.
  • Professional and well-organized.

Others

  • Office location – Setapak, KL
  • Salary – based on experience and to discuss during interview
  • When to start – December 2025
  • Industry – security

Overall Job Purpose

To provide comprehensive administrative support covering office management, tender preparation, HR coordination, and basic accounts administration. This role ensures efficient daily operations, accurate documentation, compliance with company procedures, and timely support to management across multiple functions.

Job Types: Full-time, Permanent

Pay: RM2, RM3,000.00 per month

Benefits:

  • Maternity leave
  • Opportunities for promotion
  • Parental leave
  • Professional development

Work Location: In person

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