Admin Senior Exec/Exec

We are looking for a proactive, well-organized, and detail-oriented Senior Admin Executive to support the smooth and efficient day-to-day operations of our office.

This role will be responsible for managing a wide range of administrative and office operations, including travel arrangements, procurement, facilities coordination, payment processing, fixed asset management, and administrative support for our regional offices.

Key Responsibilities

• Manage and coordinate daily office administrative operations to ensure smooth and efficient workflow.

• Arrange and coordinate business travel, including flight tickets, hotel bookings, visa applications, transportation, and company car arrangements.

• Handle procurement and purchasing of office supplies, stationery, pantry items, equipment, and other administrative requirements.

• Liaise with vendors, suppliers, contractors, and building management on office maintenance, repairs, cleaning, security, and facilities-related matters.

• Process and coordinate payment requests, invoices, staff expense claims, and reimbursements, ensuring proper documentation and timely submission.

• Maintain and monitor the company's fixed asset records, including asset tagging, movement, verification, and disposal.

• Maintain proper administrative records, documents, contracts, and filing systems.

• Coordinate administrative matters for branch and regional offices in Malaysia and overseas when required.

• Assist with office events, meetings, relocation, renovation, and other company activities.

• Serve as a key point of contact for internal departments, external vendors, and overseas stakeholders.

• Provide support to management and other departments on ad hoc administrative matters and projects.

Requirements

• Diploma or Degree in Business Administration, Management, or a related discipline.
• 2–3 years of relevant experience in administration, office management, or a similar role.
• Strong organizational, coordination, and time-management skills.
• Excellent attention to detail with the ability to manage multiple tasks and deadlines.
• Proficient in Microsoft Office, especially Excel, Word, PowerPoint, and Outlook.
• Good command of English, Chinese, and Bahasa Malaysia, both written and spoken.
• Mandarin-speaking and reading ability is highly preferred as the role requires regular communication and coordination with stakeholders from China.
• Strong communication and interpersonal skills with the ability to liaise with people at different levels.
• Able to work independently with minimal supervision while also being a good team player.
• Proactive, responsible, adaptable, and willing to take ownership of tasks.
• Candidates with experience in a multinational company, regional office environment, or working with China-based stakeholders will have an added advantage.