admin executive

Job Requirements:

1. Diploma or Degree in Business Administration, Management, or a related field.
2. Minimum 3–5 years of relevant administrative or coordination experience, preferably in construction, project, or property-related industries.
3. Proficient in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint); familiarity with SharePoint, ERP, or document management systems is an advantage.
4. Skilled in coordinating with internal teams, suppliers, consultants, and site staff, while supporting project budgets, claims, procurement, and cost-related documentation.
5. Experienced in document control, filing systems, and internal compliance processes; open to learning new systems or workflows.
6. Knowledge of ISO 9001 standards and document version control is an advantage.
7. Able to liaise with IT vendors and service providers for office systems, equipment, and technical support.
8. Excellent organizational, multitasking, and communication skills with high attention to detail and responsibility.
9. Excellent verbal and written communication skills in English and Bahasa Malaysia; Mandarin proficiency is an added advantage for liaising with Mandarin-speaking vendors or systems.
10. Responsible, proactive, punctual, and able to work independently and collaboratively in a fast-paced HQ environment, with a willingness to take on ad-hoc tasks.
11. Business-minded with entrepreneurship skills and a target-oriented approach; flexibility to handle last-minute changes and adapt to new challenges.

Job Responsibilities:

1. Perform general administrative and receptionist duties, including handling calls, visitors, correspondence, dispatch arrangements, and office supplies.
2. Maintain office facilities, cleanliness, and equipment to ensure a safe and efficient working environment.
3. Coordinate office maintenance and repair works, and liaise with vendors or service providers when required.
4. Manage petty cash for small purchases and expenses; verify staff claims and prepare Director claims for approval and submission.
5. Handle travel and business trip arrangements, including accommodation and transport coordination.
6. Oversee renewal of company-related licenses (business, signage, vehicle road tax, insurance, utilities, etc.) and ensure timely compliance.
7. Maintain proper document and data control to ensure all records are complete, well-organized, and easily retrievable in both softcopy and hardcopy formats.
8. Coordinate with outsourced IT support for computer setup, software installation, email and server access, and troubleshooting.
9. Assist in ISO 9001 compliance matters, coordinate with auditors, and support relevant departments for renewals and documentation updates.
10. Handle property-related administrative tasks, including tenant communication, maintenance follow-up, and liaison with property management, DBKL, and related authorities.
11. Support HR activities such as recruitment arrangements, attendance and leave management, and assist in organizing staff welfare events (annual dinner, trips, team building, festive programs).
12. Coordinate and organize company meetings, including preparing agendas, recording and distributing minutes, following up on action items with PICs, and ensuring meetings are conducted efficiently and on schedule.
13. Assist the Purchaser in coordinating with internal departments, consultants, suppliers, and site teams to support procurement and approval processes, including sourcing quotations, preparing material requests, issuing Purchase Orders (POs), tracking deliveries, and managing related documentation.
14. Work closely with internal departments to ensure smooth communication, accurate information flow, and efficient daily operations.