Office Executive

1.0 PURPOSE

• The Office Executive will be responsible to support office operations and ensure the smooth running of

administrative tasks. The ideal candidate will possess strong skills in compiling and analyzing information to

create comprehensive management reports for executives, while also handling day-to-day office management

tasks. In addition, the Office Executive will coordinate office events, manage travel and accommodation

bookings, and ensure efficient communication across teams.

• This role requires someone with excellent organizational and communication skills, capable of multitasking and

working in a dynamic office environment.

2.0 REPORTING

• The Office Executive reports to the Plant Manager, Malaysia.

3.0 RESPONSIBILITIES

• Management Reporting:

- Compile and analyze data from various departments to create detailed management reports for executives.

- Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision-

making.

- Collaborate with different teams to gather and organize the required information and metrics for reporting.

• Office Task Coordination:

- Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and

office supplies inventory are handled efficiently.

- Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed

effectively.

- Maintain the office filing system, both digital and physical, ensuring easy access to important documents.

• Meeting / Event Coordination:

- Plan and coordinate office events, including meetings, conferences, and team-building activities.

- Prepare meeting agendas in collaboration with department heads.

- Attend meeting as required and take accurate and detailed minutes, including recording decisions, action

items and deadlines.

- Distribute meeting minutes promptly to relevant parties and ensure follow-up on assigned action items.

- Ensure smooth execution of events by managing logistics, venue bookings, catering arrangements, and any

other necessary details.

- Collaborate with internal teams to align event objectives and ensure all arrangements meet company

standards.

• Travel and Accommodation Management:

- Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.

- Ensure all travel plans comply with company policies and meet the specific needs of staff and executives.

- Keep accurate records of travel itineraries and bookings, ensuring timely communication with staff regarding

their arrangements.

• Vendor and Service Management:

- Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely

delivery and cost-effectiveness.

- Processing and managing purchase requisitions through the SAP system.

- Manage relationships with travel agencies, hotels, and transport service providers to secure the best rates

and ensure a smooth booking process.

• General Administrative Support:

- Provide administrative support to the management team as required, including calendar management,

meeting coordination, and handling correspondence.

- Ensure the office environment remains organized and conducive to a productive work atmosphere.

4.0 MAIN TASKS

• Overseeing all aspects of office operations, ensuring that the office operates efficiently.

5.0 PROFILE

• Diploma or Degree in Business Administration, Office Management, or a related field.

• Proven experience with 2-4 years in office administration, management reporting, or executive support.

• Strong analytical skills with the ability to compile complex information into clear and concise management

reports.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.

• Experience in processing and managing purchase requisitions using SAP Ariba or similar procurement systems

is desirable but not essential, as training will be provided.

• Excellent organizational skills with the ability to handle multiple tasks simultaneously.

• Strong communication skills and the ability to interact professionally with all levels of staff.

• Experience in event planning, travel coordination, and vendor management is an advantage.

• Ability to work independently and in a team-oriented environment, maintaining a high level of attention to detail.

Job Types: Full-time, Permanent

Pay: RM5,000.00 - RM6,000.00 per month

Benefits:

• Maternity leave
• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Experience:

• using SAP Ariba and procurement systems: 1 year (Required)

Language:

• Mandarin (Required)