Operations & Admin Executive/Senior Executive

We are seeking a proactive and detail-oriented Administrative Executive to manage office operations, vendor coordination, and administrative logistics across the organisation. This role is responsible for ensuring a well-organised, efficient, and properly maintained workplace environment, while supporting coordination of operational activities and internal events.

KEY RESPONSIBILITIES

1. Office & Facilities Management

• Manage office supplies including stationery, pantry items, and general inventory
• Oversee office upkeep, including cleanliness, maintenance, and common areas
• Coordinate cleaning services (e.g. carpet cleaning, office cleaning schedules)
• Liaise with vendors for maintenance, repairs, and service requests
• Ensure office environment is well-maintained and operational

2. Vendor & Operational Coordination

• Source vendors and obtain quotations for office-related needs
• Coordinate with vendors on delivery timelines and service execution
• Track and maintain records of vendors, contracts, and service schedules
• Support basic procurement coordination (non-strategic purchases)

3. Event & Logistics Coordination

• Coordinate logistics for internal events (e.g. staff celebrations, townhalls)
• Arrange catering, cakes, venue setup, and required materials
• Liaise with vendors and ensure smooth execution of events
• Track event-related expenses and documentation

4. Administrative Procurement & Support

• Coordinate ordering of company merchandises including name cards, team apparel, etc.
• Ensure consistency with approved formats and requirements
• Maintain inventory and distribution tracking

5. General Administrative Support

• Support coordination of internal administrative matters
• Maintain proper documentation, trackers, and records
• Assist in improving administrative processes and organisation

REQUIREMENTS

• Education: Diploma or Bachelor’s Degree in Business Administration or any related field (Candidates with relevant working experience in administrative or operational roles will be considered in lieu)
• Relevant Experience: 2-5 years of experience in administration, operations, or coordination roles. Experience in office management, facilities coordination and/or event logistics preferred
• Status: Full working rights in Malaysia
• Language: Excellent communication skills in English and Bahasa Malaysia.
• Strong organisational and multitasking skills
• Good communication and vendor management skills
• Detail-oriented with strong follow-through
• Able to work independently with minimal supervision
• Proficient in Microsoft Office (Excel, Word, PowerPoint)