Administration Executive

THE JOB:

Administrative & Operational Support
-Provide comprehensive administrative support to ensure smooth and efficient daily operations, including data entry, filing, and document management.
-Establish, organize, and maintain filing systems—both physical and electronic—to ensure easy retrieval and secure record keeping.
-Consolidate, review, and prepare operational reports for management.
-Monitor daily operation reports submitted by all branches to ensure accuracy, completeness, and alignment with management requirements.
-Supervise and support administrative personnel across all branches, ensuring coordination of administrative systems and overall workflow efficiency.

Procurement & Vendor Management
-Conduct vendor research and evaluate quotations to ensure compliance with required specifications.
-Liaise with vendors on pricing, delivery arrangements, and negotiate for the most favorable terms.
-Process purchase orders, follow up on deliveries, verify invoice accuracy, and coordinate with the Finance Department for timely payment.

Inventory & Material Management
-Create and maintain material codes for new and existing products.
-Assist in monitoring centralized machinery spare parts inventory and arrange transfers to respective warehouses as needed.

Compliance & Certification
-Manage the application and renewal of business certificates as well as other certifications.
-Ensure adherence to all applicable laws related to anti-bribery and corruption, and comply with relevant ISO requirements and the company’s anti-bribery policies and procedures.

Standard Operating Procedures (SOP) Support
-Assist superior in reviewing, refining, and standardizing company SOPs, including rephrasing, formatting, and preparing documents for company-wide implementation.

Other Responsibilities
-Perform any other duties as assigned by the company from time to time.

THE PERSON
-Minimum 1-2 years of experience in an administrative or office support role
-Strong organizational and time management skills with the ability to multitask and prioritize effectively
-Excellent written and verbal communication skills in English and Bahasa Malaysia
-Proficiency in Microsoft Office e.g Word, Excel, PowerPoint
-Attention to detail and a commitment to accuracy
-A proactive and customer-oriented approach to work