Admin Supervisor

Job Description Summary

Purpose

This position is responsible for the overall office reception and administrative duties in the Shared Business Services Office located in KL Horizon building Bangsar South Area.


Nature and Scope

The incumbent will be responsible for performing and coordinating office’s administrative activities to assist in running the organization efficiently.

PRINCIPAL ACCOUNTABILITIES

• Responsible for receiving visitors by greeting them in person or on the telephone; answering or referring inquiries
• Maintains employee and department directories as a guide for directing visitors
• Offers beverage to guests where necessary
• Schedules meetings and travel for executives, as well as appointments for customers
• Operates telephone switchboard; answers and transfers calls to appropriate units
• Takes messages and communicates them to appropriate enquirers
• Handles outgoing mails; sorts and distributes incoming mails
• Responsible for placing outgoing calls and conference calls as needed
• Drafts office documents
• Responsible for basic data entry as assigned
• Maintains and stocks basic office supplies
• Responsible for operating and maintaining office machines, including printers, copiers, and fax
• Provide administrative and secretarial support services to SBS Managers.
• Assist in Coordination of Meeting, Training or Conference –Meeting Room / Training room & Cafeteria area for internal and external meeting/training.
• Liaise with Corporate Credit card provider for new account application, fraud reports, and account deletion for all entities in Malaysia.
• Provide administrative assistance for KL Horizon internal / external visitors and travel assistance to new employees for all entities in Malaysia.
• Provide administrative assistance to MDEC related task
• Assisting in KL Horizon car park, office building, AP access card maintenance coordination for AP employees.
• Assist in dealing will all facility matters between AP and office building management.
• Processing e forms & Invoices for MY05
• In charge of Document Administration for MY05 entities
• In charge of Petty Cash Administration for MY05 entities
• To perform any other duties and responsibilities as directed by the Manager.
• Ensures compliance with company rules and regulations in the reception area.