Admin Executive - Gelang Patah

Key Responsibilities:
-Front Desk & Reception Duties
-Serve as the first point of contact for visitors, clients, and vendors in a professional manner.
-Answer, screen, and direct phone calls and inquiries.
-Handle incoming and outgoing mail, courier, and deliveries.
-Maintain a tidy, organized, and welcoming reception and office environment.

Administrative & Office Support
-Provide general administrative and clerical support to management and staff.
-Prepare letters, reports, and other documents as required.
-Maintain proper filing systems (electronic and physical).
-Assist in scheduling meetings, appointments, and travel arrangements.

Procurement & Office Management
-Purchase and manage inventory of office stationery, pantry groceries, and general office supplies.
-Source and coordinate the purchase of office equipment and furniture.
-Review and monitor maintenance agreement and schedules.

Facility, Cleaning & Security Management
-Coordinate and monitor office cleaning services to ensure a clean and organized workplace.
-Liaise with security guard providers and ensure proper coverage and performance.
-Handle office maintenance, repair, and renovation arrangements.
-Ensure office safety, security, and compliance with building regulations.

Access Control & Employee Identification
-Manage door access systems including registration, activation, and deactivation of access cards.
-Prepare, issue, and maintain records of employee ID badges.
-Liaise with vendors or IT support for access system updates and troubleshooting.

Company Hostel & Accommodation Management
-Manage company hostel and staff accommodation arrangements, including rental agreements, renewals, and payments.
-Liaise with landlords, property agents, or service providers for maintenance and inspection matters.
-Maintain a record of tenancy agreements, deposits, and room assignments.

Overseas Staff & Travel Arrangements
-Coordinate overseas staff accommodation, transportation, and logistics.
-Book air tickets for employees, management, and visiting guests as required.
-Handle visa applications, renewals, and related travel documentation in coordination with HR.
-Arrange airport transfers and ensure smooth arrival/departure processes for overseas staff or visitors.

Other Duties
-Handle confidential information with professionalism and discretion.
-Perform any other administrative or operational duties assigned by management from time to time.

Requirements:
-Minimum Diploma in Business Administration, Office Management, or related field.
-2–4 years of relevant experience in office administration, procurement, or facility management.
-Strong organizational and multitasking skills with attention to detail.
-Good communication and interpersonal skills.
-Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
-Responsible, independent, and proactive in handling tasks.
-Pleasant personality with a professional and service-oriented attitude.