Admin Executive

1. Basic Function of Admin Executive

Administrative duties of Approved Group International Group of Companies

2. Duties & Responsibility - Activities include but not limited to:

i. Issuance of Documents:

· Prepare and issue documents such as quotations, invoices, purchase orders (PO), and purchase requisitions (PR).

· Prepare invoice calculations.

ii. Travel and Accommodation Management:

· Arrange and book travel arrangements, including flights and hotel accommodations.

iii. Office Supplies Management:

· Maintain office supplies, including pantry items, stationery, uniforms, and marketing materials.

iv. Inventory and Equipment Maintenance:

· Keep track of inventory items like stationary, gloves, masks, and clear sheets.

· Ensure the maintenance of office equipment and monitor shared tools.

v. Company Vehicle Management:

· Manage company vehicles, including insurance, fines, road tax, servicing, cleanliness, repairs, and inspections.

· Renew vehicle insurance and road tax and arrange vehicles inspection.

vi. Mail and Courier Handling:

· Handle incoming and outgoing mail and courier documents/samples.

· Track the status of couriers and mail deliveries.

vii. Project Management:

· Record new cases and update payments received in the project management system.

· Complete unfinished job files and close files that have been invoiced.

viii. Document Management:

· Photocopy and scan documents as needed.

· Verify claims and save documents in the server under specific job folders.

· Monitor credit card payments and ensure proper documentation.

ix. Meeting and Event Organization:

· Arrange and organize meetings and events.

· Record minutes of meetings.

· Attend Friday meetings when necessary.

x. Financial Tasks:

· Advise suppliers of payments into their accounts.

· Obtain information related to accounts receivable (AR) and accounts payable (AP).

xi. Filing and Record Keeping:

· Maintain an electronic and hard copy filing system.

· Ensure accuracy and confidentiality in all matters.

xii. Visitor and Client Reception:

· Receive and direct visitors and clients.

xiii. Administrative Process Improvement:

· Find ways to resolve administrative issues and improve administrative processes.

xiv. Accounts Receivables Monitoring:

· Monitor accounts receivables and follow up for payments.

xv. Task and Document Updates:

· Monitor task updates and documents saved in the server.

· Update job logs and project management records.

xvi. Office Security:

· Lock and unlock the office front door as required.

xvii. Office Maintenance:

xviii. Other Duties:

· Perform any other related duties as directed for this role.

Knowledge, Skills & Attributes

Dependability and Responsiveness to Feedback:

Excellent Interpersonal Written and Oral Communication Skills

Teamwork

Analytical Skills

Problem Solving and Decision-Making Skills:

Excellent Time Management Skills & Ability to Multitask & Prioritize Work

Strong IT Skills Including Word, Excel, PowerPoint, and Microsoft Outlook, MS Teams, Infotech

Maintain a high level of accuracy and confidentiality for all matters

.

Approachable

Communicate effectively:

Able to cope with change & operating difficulties:

Customer Service Representatives

Administrative

3. Qualification[s]

Diploma or Degree in any discipline

Job Type: Full-time

Pay: RM2,200.00 - RM2,800.00 per month