Administration & Procurement Executive

Key Responsibilities

1. Office Administration

Manage daily office administration, including office premises and facilities, stationery and supplies, fixed assets, visitor and meeting coordination, and general workplace support. Ensure the office remains organized, safe and efficiently operated.

1. Indirect Procurement

Manage the procurement of office supplies, equipment, facilities-related items and third-party services. Responsibilities include collecting purchasing requirements, obtaining and comparing quotations, coordinating approvals, issuing purchase orders, tracking deliveries, verifying goods and services, and maintaining procurement records.

1. Vendor and Service Provider Management

Source, evaluate and maintain relationships with local suppliers, property management teams and external service providers. Support vendor onboarding, contract renewals and performance reviews, and resolve service or delivery issues promptly.

1. Asset, Inventory and Expense Management

Maintain accurate asset registers, office inventory records and procurement trackers. Conduct regular stock and asset checks, monitor administrative and procurement expenses, and coordinate invoice verification and payment follow-up with the Finance team.

1. Process Improvement

Develop and maintain administration and procurement procedures, templates and records. Identify opportunities to improve efficiency, strengthen controls and achieve reasonable cost savings.

1. General Operational Support

Provide administrative and procurement support for local operational needs and undertake other reasonable duties related to the role.

Requirements

1. Diploma or Bachelor’s Degree in Business Administration, Procurement, Supply Chain Management or a related field.
2. At least two years of relevant experience in administration, office management, procurement or vendor management.
3. Familiar with basic procurement processes, including quotation comparison, purchase orders, delivery tracking, invoice verification and procurement record keeping.
4. Experience supporting a medium-sized or fast-growing company is preferred. Experience in a multinational company, shared services centre or newly established office is an advantage.
5. Good working proficiency in Mandarin and English. Ability to communicate in Bahasa Malaysia for day-to-day vendor and local administrative matters.
6. Proficient in Microsoft Office, particularly Excel, Word and PowerPoint. Experience using procurement, expense or asset management systems is an advantage.
7. Strong organizational, communication and vendor coordination skills, with good attention to detail and cost awareness.
8. Able to work independently, manage multiple priorities and adapt to a fast-paced, multicultural working environment.

Job Highlights

1. Build Local Operations

Participate in the development of administration and procurement processes for a growing Malaysia-based technology services company.

1. Broad Job Ownership

Gain hands-on exposure to office administration, vendor management, indirect procurement, asset management and process improvement.

1. Career Development

Develop practical operational and project coordination capabilities in a collaborative and multicultural working environment.