Administration Executive

OSK Ventures International is an award-winning investment firm with the vision of being the investor of choice in our communities. Through our funds, we provide venture capital and venture debt to Southeast Asian companies seeking growth capital and in turn, we are able to support the building of strong businesses in innovative and impactful industries.

Position : Administration Executive

Department : Operations

Reporting to : Vice President, Operations

Working location : Plaza OSK (next to Ampang Park LRT/MRT)

Role Purpose

The Administration Executive is responsible for the day-to-day office administration and corporate support activities of OSK Ventures International Berhad and its related entities. The role ensures that the office, facilities, vendors, records and administrative arrangements are managed efficiently, accurately and on time. Office administration is a core and continuing responsibility of this position.

Key Responsibilities:-

1. Office Administration and Facilities

• Manage day-to-day office administration, including office supplies, pantry items, meeting rooms, access cards, mail, courier services and general workplace arrangements.

• Coordinate office maintenance, repairs, cleaning, equipment servicing and other facilities matters with building management and appointed vendors.

• Maintain administrative calendars and monitor the renewal of service agreements, subscriptions, licences and other recurring office arrangements.

• Ensure that common areas, meeting facilities and office equipment are properly maintained and ready for use.

2. Vendor Procurement and Payment Support

• Source quotations and coordinate purchases of office supplies, equipment and services in accordance with the Group's procurement and approval requirements.

• Maintain an up-to-date vendor list, contracts, quotations, service records and renewal dates.

• Check administrative invoices against the relevant goods or services received and submit complete supporting documents to Finance for payment processing.

• Track office and administrative expenses and highlight unusual charges, service issues or potential cost savings to the reporting manager.

3. Meetings, Travel and Corporate Support

• Coordinate meeting logistics, including room bookings, virtual meeting facilities, refreshments, materials and visitor arrangements.

• Arrange approved business travel, accommodation, transport and related administrative documentation.

• Support the organisation of staff activities, internal events and external meetings as required.

• Coordinate document circulation, signatures, dispatch and filing, and maintain complete executed copies where assigned.

4. Records and Employee Administration Support

• Maintain orderly physical and electronic administrative records, shared folders, trackers, contact lists and archives.

• Coordinate the administrative aspects of employee onboarding and offboarding, including workspace, access cards, equipment and checklist completion.

• Maintain office asset and equipment records and coordinate handover, servicing and replacement where required.

5. Controls and General Responsibilities

• Carry out administrative activities in accordance with applicable policies, delegated authority limits and confidentiality requirements.

• Identify practical improvements to administrative processes, records and service-provider arrangements.

• Handle confidential corporate and employee information with appropriate care and discretion.

• Undertake other related administrative duties and projects assigned by Management from time to time.

Candidate Requirements:-

• Diploma or degree in Business Administration, Office Management or a related discipline.

• At least two years of relevant office administration or corporate support experience.

• Proficient in Microsoft Office and comfortable maintaining electronic records, trackers and shared folders.

• Organised, dependable and attentive to detail, with the ability to coordinate several tasks and deadlines.

• Service-oriented and willing to take ownership of routine office administration as a core part of the role.

• Good written and spoken communication skills and the discretion to handle confidential information.