Admin Executive

Job Purpose:

To provide comprehensive administrative support to ensure the smooth functioning of the organization. The role includes assisting HR and Finance departments with related tasks, contributing to efficient operations, and supporting the overall objectives of the company.

1. Administrative Tasks

• Manage office supplies and ensure stock levels are maintained.
• Organize and maintain office files, records, and documentation.
• Coordinate meetings, appointments, and travel arrangements.
• Handle correspondence, emails, and phone calls professionally.
• Assist in preparing and distributing company announcements, memos, and newsletters.
• Coordinate office maintenance and liaise with building management or service providers asneeded.
• Support in organizing company events, training sessions, and team-building activities.
• Manage the office calendar and assist in scheduling and prioritizing tasks for management.
• Monitor and manage office utilities (e.g., internet, electricity) to ensure timely payments and functionality.
• Ensure proper documentation and timely renewal of company licenses, permits, and certifications.
• Keep updated on regulatory changes that may impact administrative, HR, or finance processes.

2. HR Support

• Assist in the preparation of employment letters, contracts, and HR-related documentation.
• Maintain and update employee records and personal files.
• Support the recruitment process, including job postings, scheduling interviews, and onboarding new hires.
• Monitor and track employee attendance, leave applications, and related records.
• Assist in organizing and conducting employee engagement initiatives.
• Conduct periodic checks to ensure employee records are complete and up-to-date (e.g.,training certificates, and performance appraisals).
• Help organize training sessions or workshops, including liaising with trainers and preparing materials.
• Track probation periods and remind management of confirmation or extension decisions.
• Assist in preparing reports for HR audits or external compliance requirements.

3. FinanceSupport

• Prepare and process invoices, purchase orders, and receipts.
• Maintain and update financial records and documentation for easy reference.
• Handle petty cash management and ensure accurate record-keeping.
• Assist in payroll preparation by providing relevant employee information (e.g., claim).
• Collaborate with the finance team to ensure timely submission of reports and compliance with company financial policies.
• Make payments for company statutory obligations (e.g., EPF, SOCSO, and taxes), suppliers, vendors, and other necessary transactions.
• Assist in drafting budgets and tracking expenses to ensure adherence.
• Monitor and reconcile company bank accounts regularly.
• Ensure timely filing and record-keeping of tax-related documents.

4. Technology and System Management:

• Assist in managing office software subscriptions, ensuring renewals, updates, and access control.
• Provide basic IT troubleshooting for staff and liaise with external IT support when needed.
• Contribute to the implementation and training of new software or tools for the organization.

5. Data Analysis and Reporting:

• Assist in preparing data analytics and reports for management decision-making.
• Monitor key performance indicators (KPIs) for HR and administrative processes (e.g., employee retention rates, training completion percentages).

6. Vendor and Contract Management:

• Maintain a database of approved vendors and service providers.
• Review vendor agreements and contracts to ensure terms align with company policies.

7. Sustainability and CSR:

• Assist in implementing eco-friendly initiatives in the workplace (e.g., reducing paper use, recycling programs).
• Support Corporate Social Responsibility (CSR) initiatives by coordinating activities and logistics.

8. Customer and Stakeholder Liaison:

• Provide administrative support for customer or stakeholder events, meetings, or visits.
• Handle external correspondence, inquiries, and complaints professionally.

9. Process Improvement:

• Identify and propose opportunities to streamline administrative, HR, or finance processes for better efficiency.
• Develop and update standard operating procedures (SOPs) for administrative tasks.

COMPETENCIES SKILLS

• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent communication skills, both written and verbal.
• High attention to detail and accuracy.
• Ability to handle confidential information with integrity.
• Basic knowledge of HR and finance processes is an advantage.
• Problem-solving and multitasking abilities.

MINIMUM REQUIREMENT/QUALIFATION

• Diploma or Degree in Business Administration, Human Resources, Finance, or related field.
• At least 1-2 years of experience in an administrative or similar role.
• Familiarity with HR or finance tasks is preferred.
• Willingness to learn and adapt to new tasks as required by the organization.
• Excellent interpersonal skills and leadership qualities.

Job Type: Full-time

Pay: RM1,900.00 - RM2,500.00 per month

Benefits:

• Free parking
• Health insurance
• Meal provided
• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday
• Weekend jobs

Supplemental Pay:

• Performance bonus
• Retention bonus

Application Question(s):

• When are you available to start?

Experience:

• Human resources: 2 years (Required)

Expected Start Date: 01/27/2025