admin executive

15 hours ago

Bangi, Selangor, Malaysia ZDA CORPORATION SDN BHD Full time

Human Resource Support

  • Support recruitment activities, including job postings, scheduling interviews, and coordinating with candidates.

  • Assist in outsourcing training and act as a liaison for training bookings.

  • Assist with registering eVetting and renewing port passes through the Westport portal.

  • Monitor staff attendance, leave applications, and timesheets.

  • Help organize employee onboarding, orientation, and training programs.

  • Assist in designing festive season posters for social media postings, as needed.

  • Support posting updates on the company's social media platforms (Facebook and LinkedIn), as required.

  • Assist with photography during internal events conducted by the HR Department.

  • Collaborate with the HR & Office Manager to organize company events and social activities, such as team building, family day, and Hari Raya celebrations. Responsibilities include planning logistics, sending invitations, booking venues, and organizing refreshments and activities. All proposals must be reviewed by the HR & Office Manager and approved by the Managing Director.

Finance Support

  • Create and issue purchase order and invoice (in and out) inclusive of payment schedule.

  • Prepare demand letters, payment reminders, and follow-up letters related to overdue invoices. (Accounts Receivable).

  • Responsible in handling purchase order, invoice, delivery order, packing list and payment voucher.

  • To journalize advance and staff claims including OT and Allowances. (Manpower Project).

  • Assist with vendor's procurement registration through portal provided by the vendors.

Statement Of Account (SOA) Handling

  • Prepare, verify, and send monthly Statements of Account (SOA) to all clients.

  • Follow up on any issues or discrepancies raised by clients and coordinate timely resolution.

  • Maintain accurate records of all issued SOAs for tracking and audit purposes.

Operation Document Controller:

  • Tracking, monitor running number for invoice, purchase order, delivery order, create job number, etc)

  • Prepare excel to track finance project milestone and etc.

  • Input and updates information in databases and spreadsheets (update customer and vendor info).

Prepare And Handling Letter Correspondence:

  • To receive, sort and distribute incoming letters and packages.

  • To prepare and send out official correspondence such as letters, emails and memos.

  • To prepare transmittal documents to ensure proper tracking a and receipt of packages.

  • To assist ad hoc task when necessary and any assignment given to you from time to time including preparing certificate for intern and general administrative support.

  • To assist on booking of runner to deliver the documents to the recipients.

Office Maintenance and Coordination:

  • Manage office supplies (pantry & stationeries) inventory and ensure timely ordering of required items.

  • Oversee office cleanliness and ensure all facilities (e.g., air conditioning, lighting, plumbing) are in proper working order.

  • Coordinate with service providers for regular maintenance, cleaning, and necessary repairs.

  • Ensure the office is clean, organized, and well-maintained daily, and monitor cleaning staff performance.

Company's Vehicles

  • Responsible for processing road tax and insurance, ensuring all deadlines are met and all paperwork is accurately completed and in order (filing in soft and hard copy).

Maintain Physical Dan Digital Filling System:

  • To document preparation such as letter and meeting materials.

  • To support on office filling arrangements, regularly organize and archive files, ensuring documents are properly categorized for easy access.

  • To ensure compliance with document retention policies, properly disposing of outdated or unnecessary files.

  • To support on office filling arrangements. (purchase order, payment voucher, claims, timesheet, agreement, etc).

  • To assist the Finance and HR departments with filing and documentation.

Scheduling and Calendar Management:

  • Manage schedules for executives or teams, including appointments, meetings, and events.

  • Set reminders and send timely invitations for meetings, deadlines, and events.

-Coordinate meeting logistics, including room setup, refreshments, and maintaining cleanliness before and after events.

ISO Audit Involvement

  • Assist in the preparation and organization of documentation for internal and external ISO audits.

  • Participate in audit sessions, respond to auditor queries, and provide supporting evidence as required.

  • Follow up on audit findings such as Non-Conformance Reports (NCR) and Opportunities for Improvement (OFI), and support continuous improvement initiatives.

Job Types: Full-time, Permanent

Pay: RM2, RM3,500.00 per month

Benefits:

  • Maternity leave
  • Professional development

Work Location: In person

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