Admin Executive

Key Responsibilities

1.      Administrative & Documentation Management

• Manage and maintain office and production-related documentation, records, and filing systems.
• Perform daily administrative tasks including data entry, report preparation, and handling correspondence.
• Ensure documents are properly controlled for audit, traceability, and compliance purposes.

2.    Inventory, Purchasing & Supplies Control

• Monitor and control inventory of office and related supplies.
• Prepare purchase requisitions and handle purchasing requests in accordance with company procedures.
• Follow up on orders, delivery status, and documentation with suppliers.

3.    Reporting & Data Coordination

• Prepare and compile reports such as attendance, overtime, material usage, and production summaries.
• Maintain accurate records using Excel and administrative systems.
• Support management with timely administrative and operational reports when required.

4.    HR & Staff Administrative Support

• Support basic HR administrative matters including leave records, staff onboarding, and training documentation.
• Maintain confidentiality of employee records and sensitive information.
• Maintain and update factory KPIs’, trackers and performance records.

5.     Audit, GMP & Compliance Support

• Ensure proper documentation for audits, traceability, and compliance with GMP, HACCP, ISO 22000, and relevant standards.
• Assist in preparation and compilation of documents for internal, external, and customer audits.
• Support JKKP/OSHA documentation and administrative compliance when required.
• Assist in maintaining safety-related records and reports.

6.      Coordination & Communication

• Liaise with external parties such as vendors, service providers, and authorities when required.
• Coordinate meetings, prepare minutes, and follow up on action items.
• Collaborate with Production, QA/QC, Warehouse, Maintenance, and other departments to ensure smooth workflow.

7.      Continuous Support & Responsibility

• Handle administrative documentation, purchasing requests, and reporting in accordance with company policies.
• Follow up on pending documentation, orders, and action items.
• Escalate issues affecting compliance, documentation, or operational efficiency to Management.

Qualifications & Requirements

1.      Diploma or Degree in Business Administration, Office Management, or related fields.

2.      Minimum 2 years of administrative experience, preferably in manufacturing, FMCG, or F&B environment.

3.      Proficient in Microsoft Office (Excel, Word, PowerPoint).

4.      Strong documentation, organisational, and multitasking skills.

5.      Good communication skills and ability to coordinate across departments.

6.      Familiar with GMP, HACCP, or ISO-related documentation is an added advantage.

7.      Well-organised, detail-oriented, and disciplined.

8.      Proactive, responsible, and supportive team player.

9.      Able to work independently and handle confidential information.

10.  Proactive, supportive, and able to work in a fast-paced manufacturing environment.