Senior Office Administrator

1 day ago

Petaling Jaya, Selangor, Malaysia HSS ProPick Technologies Full time 40,000 - 80,000 per year

HSS ProPick Technologies
is a Technology solution provider company primarily focussed on building and deploying futuristic solutions through
Drones, Robotics & AI
. We cater wide array of industries from Telecommunication, Agriculture, Healthcare & Construction and so on.

We are looking for an experienced Office Admin who can play a critical role wearing multiple hats, who can commence work immediately (short notice).

Job Scope
:

The ideal candidate should have a minimum of 4 years' experience in Office Administration handling all the administrative tasks from managing the office to processing employee claims, stakeholder communication, logistics etc. This person will oversee the organization and efficiency of daily office administrations. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner. Further, this role requires deep understanding of financial matters such as, payroll, invoices, claims processing, allocation of budgets to field ops teams and processing payments with related supporting documents.

The candidate should have deep understanding of handling/managing Government and Private sector project related documentation, submission & coordination.

A self-starter who can learn along the job through his/her previous experience and exposure. Coordination between HQ & Branch offices to align with corporate policies, driving the organization initiatives, Financial Claims, HR related matters is highly desirable. Minimum travel (domestic) is required.

Able to Join at short notice
. Medical, Outpatient, Group Insurance, Telephone & Travel allowance is covered.

Responsibilities

  • Manage the reception area and staff to ensure effective communication both internally and externally
  • High calibre front office etiquettes.
  • Supervise the maintenance of office areas, equipment, and facilities
  • Interact with multiple vendors to ensure office premises is kept upto date
  • Coordinate with clients, prospects & Government agencies in multiple languages (English & Bahasa Malay)
  • Schedule online and/or in person meetings
  • Coordinate with team members to collate required information related to project status updates, travel & HR related matters
  • Engage with Field Operations team in assisting them during deployment and planning
  • Coordinate with Field Ops teams to process their claims, allowances as appropriate.
  • Ensure the field ops team logistics is taken care of by making necessary arrangements.
  • Liaise with HQ Finance & HR for seamless coordination and budget management
  • Work closely with Sernior Management & Operations Head scheduling their calendar and appointments.
  • Play an important role liaising with Project Manager in preparing e-invoices

Qualifications

  1. Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
  2. Excellent written and verbal communication skills (English & Malay)
  3. Ability to multi-task, organize, and prioritize work
  4. Diploma as minimum basic qualification. Bachelor's Degree is preferred
  5. Excellent Communication skills to bridge gaps to align the teams with organization objectives
  6. Possess own transport
  7. Prior experience in book keeping & schedule
  8. Self-discipline with commitment towards organization objectives
  9. Good time management skills
  10. Available to take up tasks remotely when needed (includes weekends when necessary)
  11. Good understanding of policies & procedures in procurement, import & export licencing
  12. Able to effectively communicate and articulate the tasks and associated challenges (if any)

Interested candidates, send your CV to

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