Administration Executive

Job Summary

The Administration Executive supports the smooth operation of workplace services by coordinating office administration, facilities management, and workplace logistics. The role provides administrative support to management, manages workplace requests and scheduling, assists with procurement and financial administration, and supports staff-related administrative processes. Working closely with vendors and internal teams, the role helps maintain a safe, efficient, and well-organized office environment for employees and visitors.

Key Responsibilities

1. Office Administration & Facilities Management

• Manage day-to-day office operations to ensure the smooth functioning of the workplace.
• Maintain office supplies, equipment, and inventory levels.
• Coordinate office maintenance, repairs, and service vendors.
• Ensure the office environment is organized, safe, and efficient.
• Provide administrative and operational support for workplace-related projects, including office moves, renovations, workspace improvements, and new initiatives.
• Optimize office space utilization and coordinate workspace arrangements.
• Manage meeting room bookings and ensure facilities are prepared for meetings or training sessions.
• Utilize workplace systems and automation tools to track and manage service requests, improving operational efficiency and service delivery.

2. Coordination & Scheduling

• Schedule meetings, appointments, and company events.
• Coordinate meeting logistics and room arrangements where required.

3. Administrative Support to Management

• Provide administrative support to the Center Manager and department heads.
• Assist in preparing reports and business documents.
• Coordinate business travel arrangements, including flights, accommodation, and itineraries.
• Support coordination of internal projects and initiatives.

4. Financial & Procurement Support

• Process purchase orders, invoices, and payment documentation.
• Monitor and track office expenses.
• Liaise with suppliers and service vendors for procurement needs.
• Assist with budget tracking and cost control related to administrative functions.
• Assist in obtaining quotations and processing invoices for office-related purchases.

5. Staff Administrative Support

• Coordinate the ordering and issuance of uniforms, safety shoes, and maintenance tools for employees.

• Update employee insurers and ensure insurance records are kept current with employee movements.

• Prepare overtime claims for shift employees and verify the accuracy of calculations.

• Submit documentation related to employee accidents to insurers when required.

• Review staff claims to ensure accuracy and compliance with the company’s e-invoicing policy.

• Provide administrative support for training programs and company events.

• Compliance & Administrative Standards

• Ensure administrative procedures comply with company policies and guidelines.

• Maintain proper documentation for audits and internal reviews.

• Coordinate the renewal of premise licenses, including the main office and car park counter licenses.

• Support the implementation of administrative best practices and standards.

7. Safety & Access Systems

• Ensure adherence to workplace health and safety regulations.
• Maintain and update employee attendance records through the system on a monthly basis.
• Ensure system data is updated for new joiners and employees who have left the company.
• Manage employee access control, including removing access rights (e.g., fingerprint access) for resigned employees from relevant office terminals.

Key Requirements

The candidate’s job location will be at Johor Bahru City Square Mall.

• Possess a minimum of Diploma qualification in Office Administration or Management.

• Minimum with 5 years working experience will be an added advantage.

• Good command of English and Bahasa Malaysia (oral and written).

• Good communications skill and ability to work well in a team.

• Should be calm and patient.

• Able to handle employee’s behaviors.

• Have basic computer skill in Microsoft office e.g.: Word, Excel & Power Point.