Executive - General Affairs

Position:          General Affair - Executive

Reporting to:      HR Director

Location of work:   Kuala Lumpur Malaysia

Reception of guests, and manage incoming and outgoing couriers, mails, phone calls.

·       Welcoming guest

·       Assist on incoming and inform the person if necessary

·       Assist on outgoing couriers by fill in details

·       Assist on mails and parcel receive (fill up data log book)

Assist in organizing meetings and events.

·       Get the quotation from 3 vendor

·       Prepare proposal and RFA after get approval from CFO

·       Organize event accordingly

Assist in monitoring office equipment and call technician when needed.

·       Checking office equipment and lighting 2 times a week

·       Assist to call technician when needed.

Assist in monitoring office supplies and place order when necessary.

·       Check 1 times per week with checklist for all office supplies

Assist in tracking, filing, and documentation of administrative records.

·       Hands on tracking item ,filing all documents for administrative records

Track record on asset management (Database, tagging, labelling).

·       Keep update database for all company asset and do tagging and labelling needed

Executing ad-hoc matters as and when required.

·       Attend any ad-hoc matters exp: need to go stamp documents with imediately

Attending guests.

·       Welcoming all guest coming to our office

Creating of new GA related form.

·       Create and update GA form as and when needed

Business card making for new employees.

·       Get details for new employees

·       Sent details to vendor and get the artwork

·       Confirm artwork with new employees and inform vendor for printing business card

Follow-up with vendors on monthly invoice.

·       To call and email vendor and ask for invoice as when needed

RFA preparation & filing.

·       Receive invoice from vendor

·       Prepare RFA and get HOD to approve up to CEO when necesarry

Communicating to obtain information with vendors, government agencies matter related to general affairs and statutory bodies.

·       Exp: To liase with JPJ for converted to Malaysian driving lisence

Assisting in medical insurance application for new expats and family members including claim reimbursement & medical insurance claim.

·       To get details for new expats and will proceed for submit applications when have visa

Assisting in maintaining of online shared folder.

·       To keep online shared folder updated exp: school fee, company car, handphone etc

Mobile phone line renewal and mobile device replacement for expats.

·       To keep track of mobile phone renewal after 2 years

Company license (PBT) renewal.

·       Have quotation and paid to PBT office yearly

Assisting in administration of office supplies and common areas, car-park payment, car park new application & termination, pantry supplies (milks, coffee beans, teas, biscuits), lighting system (bulbs changing, office security system, waste disposal.

·       As and when required