Administrative Executive

About the role

We are looking for an experienced Administrative Executive to join our dynamic team. As a full-time Administrative Executive, you will play a crucial role in supporting the overall operations of our company and ensuring the smooth running of our day-to-day activities.

What you'll be doing:-

• To perform the full spectrum of coordination and administrative duties.
• To monitor and coordinate companies’ internal and external operational matters such as utility bills and making sure trading licenses, PUKONSA, MOF, CIDB, etc. are always valid.
• To keep track of company internal fixed assets maintenance and preparation of reports, memo, documents etc.
• To update and monitor company’s vehicles maintenance, mileage and Touch n’ Go records, and ensuring road tax & insurance of vehicles remain valid.
• To arrange cargo shipments within Malaysia and overseas.
• To assist in preparing and compiling documents required for the purpose of tender.
• To provide administrative support to management staffs and employees.
• To manage office supplies inventory and place orders as necessary (stationery, pantry etc.).
• To manage and upkeep office maintenance (cleaning etc.), and company assets (vehicles, equipment etc.).
• To manage travel arrangements (flight booking, transport, accommodation etc.).
• To request for quotation from suppliers, issue PO to suppliers, issue DO & invoices to customers etc.
• To prepare, update and follow up on all invoices for payment upon obtaining the approval from management.
• To arrange for setting up of new company as per instructed by the company director.
• To arrange with related company secretary for any changes in company secretarial matters.
• To assist in liaising with stakeholder/ supplier/ clients/ government authorities/ company secretary for necessary documents and/or material whenever required.
• Prepare, manage, and maintain property-related documents, agreements, tenancy contracts, and correspondence.
• Coordinate with vendors, contractors, and service providers for property maintenance and repairs.
• Monitor service agreements and ensure timely renewals (e.g., utilities, insurance, licenses).
• Support in budget preparation and expense tracking.

What we're looking for

1. Diploma/Degree in Business Studies / Administration / Secretarial or equivalent.
2. At least 3 years of experience in an administrative or executive support role, preferably in the IT or professional services industry
3. Familiar with renewing/ applying/updating business licenses, permits, and registrations (such as MOF/Pukonsa/ISO certification/CIDB etc.)
4. Strong organizational and time management skills, with the ability to priorities tasks and work under pressure
5. Excellent verbal and written communication skills in both English and Bahasa Malaysia
6. Proficient in using Microsoft Office suite (Word, Excel, PowerPoint) and other office productivity tools
7. Ability to work independently and as part of a team
8. Proactive and detail-oriented, with a keen eye for accuracy
9. Excellent customer service orientation and a positive, can-do attitude

If you are excited about the prospect of joining our team and contributing to our continued success, we encourage you to apply now.