Admin Executive
2 weeks ago
I. Position Overview
The Admin Executive plays a vital support role in the travel agency's operations. This position is responsible for daily administrative management, document handling, communication with suppliers and clients, tour preparation, and internal coordination to ensure efficient and orderly company functioning.
II. Key Responsibilities
1. Administration & Daily Operations:
o Manage daily office administrative tasks, including document management, procurement and maintenance of office supplies, and arranging travel and meetings.
o Assist in the implementation of company policies and the optimization of administrative processes.
o Assist in preparing and archiving contracts, quotations, invoices, and related documents.
2. Operation Support:
o Assist in operating group tours, independent travel packages, and business tours, including bookings for air tickets, hotels, and ground services.
o Follow up with suppliers (e.g., local tour operators, hotels, transportation companies) to confirm itineraries and quotations.
o Coordinate the assignment of tour guides, drivers, and organize travel documents.
3. Finance & Documentation Support:
o Assist in verifying supplier invoices and customer payment records.
o Support basic financial documentation, such as expense reimbursements, payment requests, and reconciliation preparation.
o Maintain filing systems (both electronic and physical) to ensure accuracy and traceability of documents.
4. Customer & Internal Communication:
o Assist in responding to customer inquiries and providing after-sales support.
o Maintain communication with sales, operations, and finance teams to ensure information consistency and smooth workflow.
o Support client or external visitor reception as needed.
5. Other Tasks:
o Perform ad-hoc tasks or special project support assigned by supervisors.
o Participate in company event organization and internal meeting minute-taking.
III. Qualifications
1. Education: College diploma or above; preference for majors in Administration, Tourism Management, or related fields.
2. Experience: 1-3 years of experience in administration or travel agency-related work preferred.
3. Language: Strong communication skills in both Chinese and English; knowledge of Malay is an advantage.(Good proficiency in English, Mandarin and Bahasa Malaysia; Preferably Mandarin speaking candidates as need to liaise with mandarin speaking clients)
4. Skills:
o Proficient in Microsoft Office (Word, Excel, PowerPoint) and other office software.
o Basic Accounting Knowledge: Familiarity with SQL Accounting System is preferable
o Meticulous, with strong communication and coordination skills.
o Ability to work independently in a fast-paced environment.
o Strong sense of responsibility and teamwork spirit.
IV. Reporting & Collaboration
· Direct Report To: Operations Manager / General Manager
· Collaborating Departments: Sales, Operations, Finance, Human Resources
· External Coordination: Suppliers, Clients, and Relevant Partners
V. Performance Evaluation
1. Work Accuracy and Execution Capability
2. Completeness of Document and Data Management
3. Departmental Collaboration and Communication Performance
4. Customer Satisfaction and Response Speed
5. Initiative for Improvement and Sense of Responsibility
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