Senior Executive, Administration

RESPONSIBILTY:

• Perform general secretarial works such as scheduling and arranging appointments and meetings for retail manegement team;
• Make arrangements for company business travels such as travelling schedule, flight and accommodation booking, etc.;
• Perform office and administrative tasks in support of the company including filing and retrieving documents, photocopying etc as and when required;
• Prepare correspondences and memorandums with accuracy;
• Able to record minutes of meetings and handling private and confidential matters;
• Maintain strict confidentiality and interact professionally with all levels of management, staff and business associates;
• Advise Managing Director, Retail Malaysia of impending work deadline for both internal and external commitments;
• Liaise professionally and positively with internal employees, clients, governments agencies, suppliers and other external organization on behalf of Managing Director, Retail Malaysia;
• Assist and filter incoming and outgoing communication for Managing Director, Retail Malaysia;
• Provide support to superiors in other documentation works as and when required.  Ensure proper documentation and safe keeping of department’s written materials;
• Support the superiors in enforcing administrative procedures and ensure compliance by all parties;
• Assist to ensure that the office inclusive of reception, meeting room and pantry area are clean and tidy at all times;
• Support the superiors in coordinating, compiling and/or preparation of reports and board slides for submission on a quarterly basis;
• Provide support to superiors in other documentation works as and when required.  Ensure proper documentation and safe keeping of department’s written materials;
• Develop and maintain close coordination and productive working relationship between the Administration Department and other key departments at mall level as well as HQ Office;
• Responsible for administering the reimbursement through Petty Cash;
• Responsible for processing of Purchase Order via system with any assigned entity;
• Perform any other duties, which may be assigned or directed by the line of report from time to time.

REQUIREMENT:

• Diploma, Advanced/Higher/Graduate Diploma, Bachelor’s Degree in Business Studies, Administration, Management, or equivalent;
• Minimum of 5 years’ experience in the related field;
• Good knowledge of principles and practices of office responsibilities and organization;
• Powerful command in professional business written and spoken English and able to assist in drafting and editing of letters, approval papers and reports;
• Computer literate with strong proficiency in Microsoft Excel and PowerPoint;
• Systematic, well organized and accurate with details;
• Demonstrate sound work ethics and maintain strict confidentiality in performing the duties;
• Mature in personality and has excellent communication and analytical skills;
• A team player with strong people management and follow-up abilities.
• Self-driven and able to work under pressure with tight deadlines;
• Flexible and result-oriented in approach;
• Independent, tactful and possess high level of integrity;
• Strong interpersonal skills and courteous with the ability to relate well with all levels of people;
• Proven ability to be able to prioritize and manage multiple projects, as well as solve problems in a timely manner.