Admin Executive / Senior Executive

We are looking for a dynamic and creative person to join our team.

You will play an important role in:-

1. Office Administration:

- Manage office administration functions, including the management of transport, uniforms, Safety Shoes, office supplies (such as stationery, copier machine, vending machine) and equipment,

- Coordinate logistics for meetings, and employee engagement activities.

- Oversee inventory management for office and facility-related items to optimize costs.

- Facilitate employee engagement initiatives.

2. Documentation Control

- Establish and maintain a department document control system for administrative records, contracts, and licenses.

- Ensure compliance with document retention policies and data security protocols.

Process Improvement

- Identify opportunities for process improvements within the administrative function and implement best practices to reduce inefficiencies.

- Conduct regular assessments with stakeholders to streamline administrative workflows.

3. Internal & External Audits:

- Oversee the preparation for audits related to ISO related, RBA, CSR,

- Implement corrective actions and improvements based on audit findings.

4. 6S Activities:

- Lead and promote Department & Hostel 6S (Sort, set in order, Shine, Standardize, Sustain, Safety) initiatives within the Department.

- Drive a culture of cleanliness, organization, and safety in the workplace and workers’ hostel.

5. Business Licenses and Compliance:

- Responsible and manage renewal of business licenses, including canteen related required licenses) and others e.g. annual water test report.

- Ensure compliance with government regulations related to administration.

6. Budget Management

- Assist in the management of the administrative budget.

- Monitor expenses, identify cost-saving opportunities, and provide regular reports to immediate superior.

7. Facilities Management:

- Oversee the management of plant facilities, including security, cleaning services, drivers, and canteen operations.

- Ensure proper maintenance of company vehicles and coordinate transportation needs.

8. Administrative Task

- Assist in Office Admin task, Documents Control, Internal & External Audit, 6S activities.

- Receiving calls, taking messages and routing correspondence.

- Raise department purchase request in system for approval and GRN Management.

- Name card management, and Birthday announcement preparation (email and gift arrangements).

- Hotel Booking management, Dispatch Services Management and Transport & Logistic Arrangement for employees, foreign workers, secondees, visitors, customer & etc

- To maintain and align all office equipment, copier machine and furniture in good condition & ensure no disruption of work and access before making a new order.

- Manage & ensure all meeting rooms are in clean & organized condition.

- To manage scrap & waste collection service and documents disposal service.

- Medical management- issue medical chit, verify medical claim & monthly expenses.

- To Manage & control the stationery inventory and raise PR for stationery order from each department and prepare monthly summary report.

- To manage all the notice-boards and ensure that only approved notices shall be displayed on the notice boards.

- To Manage & control the uniform & safety shoes inventory and verify the request or issues before making a new order.

- Manage vehicle parking in company such as car, motorbike and bicycle and update I-Park vehicle sticker by yearly renewal or new request.

- To manage routine services for company's facilities such as rentokil initial, water dispenser, timely control & check the stock of refreshments & assist on preparation upon request and replenish whenever necessary.

- Ensure cleanliness in factory, Canteen management, support in audit and 6S activities.

To be successful in this role, you will need to have:-

• Diploma or Bachelor's degree in any field.
• 2-5 years of experience in administrative & facilities management, preferably in Manufacturing industry.
• Good command of Bahasa Melayu & English.
• Proficiency in Mandarin (both verbal and written) is preferred.
• Knowledge of business licensing processes and government compliance requirements.
• Familiarity with ISO, RBA & CSR standards and audit procedures.
• Strong organizational and leadership skills (applicable to Senior Exec).
• Strong communication and interpersonal abilities.
• Proficiency in MS Office and relevant software applications.