Senior Executive (General Administration)

Demeanour, Qualifications, Knowledge and Skills Required

The ideal candidate’s demeanour and approach to life and work should be as follows:

• Biscuit-loving, fun-loving, optimistic, innovative, energetic, aspirational, tech-savvy, and eager to learn with a hearty zest for life, specifically humble, open, fearless and yet possessing a little edge to think and go out of the box;
• A good listener, trustworthy, reliable, honest, accountable, collegial, well-groomed and professional;
• Proactive, resourceful, detail oriented, well-organized, self-directed, and able to thrive in high-pressure situations;
• Appreciative and respectful of diverse cultures, abilities, genders, and different worldly belief systems.

Major Duties and Responsibilities

The successful candidate will be responsible for:

• Providing administrative support to ensure Company’s office operations and the general administration run smoothly and efficiently.
• Arranging in-house guard deployment and ensuring the security of the factories.
• Ensuring the cleanliness of factory compound, offices, canteen, washrooms, meeting rooms, fitness room, staff hostels, Company’s vehicles and other Company’s facilities.
• Arranging and managing despatch, driver-related services, Company’s cars and transportation for work purposes.
• Arranging the maintenance of Company’s facilities including hostels and Company’s vehicles according to the SOPs and managing inventory of Company's facilities including conducting a regular stock take.
• Ensuring the Company’s licenses, vehicle insurance and road tax are renewed in a timely manner.
• Arranging and managing booking requests of meeting rooms and Company’s cars according to the SOPs.
• Making accommodations and flight reservations for the employees and visitors.
• Safeguarding and keeping the office and hostel keys.
• Checking and processing staff reimbursement claims according to the handbook and SOPs.
• Checking and processing staff business name card requisition.
• Preparing and providing internal training for General Administration team members.
• Handling internal and external audits and ensuring audit findings and non-conformance to be closed in a timely manner.
• Assisting in dealing and liaising with government departments and contractors for works carried out within factory compounds and hostels related to landscaping, waste collector, canteen, etc.
• Assisting in organizing Company’s major functions and events.
• Assisting in the work arrangement of factory visits.
• Undertaking any and all other duties and responsibilities as so instructed by the superior and/or Company.

Qualifications and Skills Required

The ideal candidate will have/be:

• A least possess a Bachelor’ Degree in Business Studies/ Administration/ International Business/ Management or equivalent, with at least 3 years of working experience in relevant field,
• Strong ability to work independently with minimal supervision and also be a good team player where frequent collaboration across functional teams is necessary.
• Strong and clear demonstration of self-confidence, self-starter attitude, positive attitude and outgoing.
• Good interpersonal skill and able to work well with people.
• Good organisation skills, leadership skills, time management skills, multi-tasking skills and problem solving skills.
• Proactive, reliable, attention to details.
• Good people management skills, able to facilitate the implementation of organisational changes and motivate others to effect changes efficiently.
• Good communication skills and able to communicate effectively with all level of employees in the organization.
• Computer literate, proficient with Microsoft Office suite and other relevant software or application.
• Occasionally to work long hours and on the off days as and when required.
• To be based in Alor Gajah, Melaka.
• To possess own transport.