Office Admin Executive

We are seeking a detail-oriented and highly organized Office Admin Executive to join our team. This role is responsible for supporting various office administrative functions, including bookkeeping, scheduling, communication with government authorities, and assisting with client onboarding. The ideal candidate will be proactive, possess excellent communication skills, and be able to handle a variety of administrative tasks efficiently.

Key Responsibilities:

- *Bookkeeping:* Maintain accurate financial records, including managing invoices, receipts, and general office expenses. Assist in preparing financial reports as needed.

- *Scheduling & Appointment Coordination:* Organize and maintain office schedules, including meetings, appointments, and travel arrangements for team members.

- *Office Administrative Tasks:* Perform general office duties such as managing supplies, handling correspondence, and maintaining office organization and cleanliness.

- *Filing & Emailing:* Manage digital and physical filing systems, ensuring all documents are accurately filed and easy to retrieve. Handle incoming and outgoing emails promptly and professionally.

- *Attending to Calls:* Answer and direct phone calls, taking messages when necessary and ensuring that inquiries are dealt with in a timely manner.

- *Government & Company Secretary Communication:* Liaise with government departments for required administrative documentation and ensure company secretary-related tasks are carried out efficiently and in compliance with regulations.

- *Client Onboarding Assistance:* Assist in the onboarding process for new clients, including preparing necessary documents, facilitating communication, and ensuring a smooth transition for new clients.

Requirements:

- Proven experience as an administrative assistant or in a similar role.

- Strong organizational and multitasking skills with the ability to prioritize tasks effectively.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

- Excellent communication skills, both written and verbal.

- Ability to handle sensitive information with discretion.

- Knowledge of bookkeeping and basic financial management is an advantage.

- Familiarity with government procedures and company secretary tasks is preferred.

- Graduates or equivalent; additional qualifications in office administration or accounting are a plus.

*How to Apply:*

Interested candidates are encouraged to submit their resume with DOB (date of birth) and picture

Interested candidates are encouraged to submit their resume with DOB (date of birth) and picture

Job Type: Full-time

Pay: RM2,500.00 - RM3,000.00 per month

Benefits:

• Additional leave
• Cell phone reimbursement
• Maternity leave
• Professional development

Schedule:

• Monday to Friday
• On call
• Weekend jobs

Supplemental Pay:

• Performance bonus

Application Question(s):

• What is your Date of birth? (DD/MM/YY)
• Have you used any accounting software (e.g., QuickBooks, Xero)? If yes, which ones, and how proficient are you?
• How do you prioritize tasks when managing multiple deadlines or scheduling conflicts?
• How do you keep track of recurring appointments and tasks?
• How do you handle phone calls or emails when dealing with difficult clients or stakeholders?
• Can you share a time when you had to draft professional correspondence on behalf of your team or manager?
• What steps would you take to onboard a new client and ensure a smooth process?
• Have you ever dealt with a client’s last-minute requests or changes during the onboarding process? How did you manage it?
• Are you familiar with compliance requirements for administrative tasks involving government authorities?
• Can you describe a situation where you faced an unexpected challenge in your admin role? How did you handle it?
• Are you comfortable working with limited supervision while handling a wide range of tasks?

Application Deadline: 01/20/2025
Expected Start Date: 02/03/2025