Admin Executive

Company Description

Your trusted CFD platform, Nexus Fintrade Limited, allows users to trade CFDs over 100+ currency pairs, equities, indices, precious metals, energies, and commodities using the Nexus Fintrade mobile application. The company is located in WP Kuala Lumpur, offering a diverse range of trading options for clients.

Role Description

As an Admin Executive, you will be a key individual in ensuring the smooth and efficient operation of our Kuala Lumpur office. You will manage a wide range of administrative tasks, support the office’s day-to-day functioning, and foster a positive environment that aligns with the company’s values and goals.

Responsibilities

• As an Admin Executive, you will play a crucial role in ensuring the smooth operation of our office. You will be the first point of contact for clients and visitors, projecting a professional and courteous image of our company.
• You will conceptualize and implement office policies and procedures that enhance efficiency and productivity, ensuring alignment with company goals and standards.
• You will execute front-line duties, manage events, and handle client interactions with precision and care.
• Your role will involve practical coordination with vendors and internal departments to maintain a seamless office environment, reflecting our commitment to high-quality service and operational excellence.
• Collaborate with the Human Resources department to plan and execute employee engagement activities and initiatives, fostering a positive and motivated workplace culture.
• Act as a liaison between different departments to ensure effective communication and support for administrative needs.
• You will be responsible for taking notes during meetings that involve the Director, ensuring accurate distribution to relevant colleagues.
• Assist with client appointments, including joining meetings or handling room reservations at Wework.
• Oversee office management, including billing for stationery and coordinating with external parties if Nexus expands to a new office space.
• Help manage director expense claims and assist in following up on DBKL, auditor, and accounting matters.
• Greet and welcome clients and visitors, ensuring they have a positive experience from the moment they enter our office.
• Organize and facilitate stand activities with investors or clients as required, enhancing our company's presence and relationships in the market.
• Ensure that all administrative tasks, including event management and vendor coordination, are completed promptly and efficiently.
• Maintain strict adherence to schedules and deadlines, ensuring that office operations run smoothly without delays.
• Maintain a high standard of quality in all interactions and tasks, from client greetings to the management of office supplies.
• Ensure that all events, communications, and administrative processes reflect the professionalism and excellence of our company.

Education

• A bachelor's degree in business administration, management, or a related field is often preferred, though not always required.
• Relevant certifications or courses in office management, administrative support, or related areas can also be advantageous.

Experience

• Previous experience in office administration or a similar role is usually required, typically ranging from 2-3 years depending on the specific demands of the position.
• Experience with administrative tasks such as managing schedules, coordinating meetings, handling correspondence, and maintaining office systems is important.
• Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools for administrative tasks is often necessary.

Technical Competencies

• Proficiency in using office equipment such as printers, scanners, and copiers.
• Strong organizational skills and the ability to multitask effectively.
• Excellent communication skills, both written and verbal. Mandarin speaking plus point.
• Attention to detail and accuracy in completing tasks.
• Knowledge of basic accounting principles for tasks such as managing expenses, processing invoices, and reconciling accounts.
• Familiarity with office procedures and protocols, including record-keeping and data management.
• Ability to adapt to new technology and software platforms as needed.
• Problem-solving skills and the ability to handle unexpected challenges in a professional manner.