Executive, Administration

Role purpose:

To support administrative operation which involves managing communication systems, coordinating staff arrangements, overseeing administrative services, and ensuring the smooth operation of office logistics and resources. It also involves supervising key processes to support efficient workplace functionality.

1) Management of telephone/PABX System/faulty phone/communication

• Updating the system details for new staff, changing workstations, creating new extensions and direct inward dialing (DID) numbers, handling call diversions, and resolving issues such as faulty phones or locked connections.
• Overseeing vendor relations for system settings and upgrades, managing the renewal and billing of the maintenance and service tenancy agreement for the PABX vendor.

2) New Staff Arrangement and Resignation Procedure

• Assigning workstations (for academic staff) and updating or creating extension/DID numbers for new staff (if applicable), clearing cubicles for resigned staff, and consulting with the Head of Department for non-academic staff workstation allocations.
• Issuing keys for academic workstations and tall cabinets, providing welcome stationery kits, maintaining updated phone details in the PABX system and telephone directory, and managing pigeon holes for incoming and outgoing staff.

3) Manage Business card and signages ordering

• For new staff (academics and entitled staff)
• Replenishment
• Room signages and cubicle signage (name plate)

4) Staff Stationery Ordering Management

• Gather staff orders and coordinate with the supplier for quotations, delivery arrangements, and handling payment process within time frame.
• Regularly oversee the replenishment of stationery stock to maintain a sufficient balance, catering to any unforeseen or urgent requirements.

5) Hostel Management Support

• Monitor and respond to student reports regarding maintenance issues and ensure timely resolution.
• Oversee the submission and tracking of utility bill payments and unit’s monthly rental.
• Coordinate with warden, SSH and relevant departments to ensure smooth operations and compliance with hostel policies.

6) Supervision of Administrative Services:

a) Front desk/Reception Area Management

• Supervising front desk operations, overseeing staff duties

b) Mail & Parcel Room Oversight

• Supervising Officer duties, ensuring timely and appropriate parcel management, resolving pending issues, and preventing any missing items.

c) Monitor Inter-campus Mail Management (BJ to BJ2 and other campuses)

d) Manage the Uniform ordering for Drivers and Maintenance team on yearly basis

• Liaise with tailor on the materials, design, measurement etc

7) Key management (shared task with FM team)

• Assigned to be the PIC for keys management

Job requirement:

• Minimum Diploma in Business Administration, Office Management, or a related field.
• At least 2-3 years of experience in office administration, facility management, or a similar role.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Good verbal and written communication skills in English.
• Ability to manage vendor relationships and procurement processes effectively.
• Ability to work independently and collaboratively within a team.
• Able to handle multiple tasks simultaneously and prioritize effectively.
• Good in liaising with staff, students, vendors, and other stakeholder.

Job Type: Full-time

Pay: RM2,500.00 - RM3,500.00 per month

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Yearly bonus

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Administration: 1 year (Preferred)