Admin Executive

The Admin Executives responsible for providing comprehensive administrative support to ensure smooth daily operations, while also managing the company’s purchasing activities. This role involves coordinating office administration, handling documentation, supporting project teams, and sourcing materials, plants, and supplies required for landscape and nursery operations.

Key Responsibilities

1. Administrative Duties

• Manage daily office operations, including filing, documentation, and record keeping.
• Prepare and handle letters, emails, quotations, delivery orders (DO), purchase orders (PO), and invoices.
• Maintain supplier records, and internal documentation systematically.
• Proficient in using SQL Accounting for billing and related documentation.
• Assist in HR-related tasks such as attendance tracking, leave records, payroll support, and staff coordination.

2. Purchasing & Procurement

• Source, negotiate, and purchase materials such as plants, fertilizers, tools, equipment, and project-related supplies.
• Obtain quotations from suppliers, compare pricing, and prepare cost analysis for management approval.
• Ensure timely delivery of materials according to project schedules.
• Build and maintain strong relationships with nurseries, vendors, transporters, and suppliers.
• Monitor stock levels at nursery and project sites; coordinate replenishment as needed.
• Evaluate supplier performance and ensure quality compliance.
• Assist in verifying supplier invoices, matching DO/PO, and submitting for payment processing.

Requirements

• Minimum SPM / Diploma in Business Administration, Office Management, Supply Chain, or related field.
• At least 1–3 years working experience in administration or purchasing (experience in landscaping or nursery industry is an advantage).
• Strong communication and negotiation skills.
• Must be able to speak Mandarin, Bahasa Malaysia, and English. "We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients."
• Proficient in MS Office (Word, Excel, Outlook) and basic accounting systems.
• Organized, responsible, and able to handle multiple tasks with minimal supervision.
• Possess own transport and willing to travel for purchasing when required.

Additional Preferred Attributes

• Familiar with landscape materials, plants, machinery, tools, and nursery operations.
• Able to work independently and handle pressure in fast-paced environments.
• Good interpersonal skills with a positive working attitude.