Admin Executive

THE HEAL WELLNESS Sdn Bhd; Bayan Lepas; On-site; MYR 36,000 - 47,000; Full time

Job summary

THE HEAL WELLNESS Sdn Bhd in Penang is seeking an experienced Office Operations Coordinator to oversee day-to-day administration and support senior management.

You will coordinate schedules, travel, communications, budgeting, and events, ensuring compliance and an efficient workspace. This role requires a proactive listener and team player capable of multitasking in a fast-paced environment.

Qualifications

• Coordinate and manage schedules for upper management.
• Produce travel itineraries and plan events with relevant agencies.
• Draft reports, proposals, and correspondence for investors and clients.

Responsibilities

• Coordinate and manage schedules, travel arrangements, and appointments for upper management.
• Produce travel itineraries for business directors and employee events in collaboration with relevant agencies.
• Coordinate office operations and maintain compliance with policies.
• Manage phone calls and correspondence, including emails, Facebook messages, letters, and packages.
• Draft reports, letters of solicitation, and proposals.
• Coordinate oral and written communication with investors, prospects, and clients.
• Provide support for budgeting and bookkeeping procedures.
• Handle expenses and billing cycles.
• Prepare and monitor invoices.
• Assist in purchasing office supplies, equipment, and furniture.
• Assist in planning and organizing events, including coordinating catering.
• Create agendas, take meeting notes, and draft, format, and print relevant documents.
• Keep management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
• Submit timely reports and prepare presentations/proposals as assigned.
• Provide assistance to colleagues as needed.
• Participate in multitasking activities to foster a spirit of teamwork.
• Act as a great listener for gathering necessary information to make effective and timely decisions.
• Multi-task as needed to support team members and overall company objectives.
• Familiarize himself with all up-to-date company products and services.

Skills

Scheduling

Coordination

Communication

Office software

Tools

Microsoft Office

Email clients

Job description

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Coordinate and manage schedules, travel arrangements, and appointments for upper management.

Produce travel itineraries for business directors and employee events in collaboration with relevant agencies.

Office Operations:

Ensure efficient coordination of office activities and operations.

Maintain compliance with company policies.

Keep the workspace tidy and well-equipped with necessary tools and resources.

Communication Management:

Manage phone calls and correspondence, including emails, Facebook messages, letters, and packages.

Draft reports, letters of solicitation, and proposals.

Coordinate oral and written communication with investors, prospects, and clients.

Provide support for budgeting and bookkeeping procedures.

Handle expenses and billing cycles.

Prepare and monitor invoices.

Assist in purchasing office supplies, equipment, and furniture.

Event Planning:

Assist in planning and organizing events, including coordinating catering.

Documentation and Reporting:

Create agendas, take meeting notes, and draft, format, and print relevant documents.

Keep management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.

Submit timely reports and prepare presentations/proposals as assigned.

Team Support and Collaboration:

Provide assistance to colleagues as needed.

Participate in multitasking activities to foster a spirit of teamwork.

Act as a great listener for gathering necessary information to make effective and timely decisions.

Multi-task as needed to support team members and overall company objectives.

Product and Service Familiarization:

Familiarize himself with all up-to-date company products and services.