Admin Executive

JT Automation Technology Malaysia Sdn Bhd; Gelang Patah; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading automation technology firm in Gelang Patah seeks an experienced administrative support professional. The role requires managing office functions, including procurement, facility management, and travel arrangements. Candidates should possess at least a Diploma in Business Administration and 2–4 years of relevant experience. Strong organizational skills and proficiency in Microsoft Office are essential. This position offers the opportunity to be a key player in maintaining a productive office environment.

Qualifications

• Minimum Diploma in Business Administration or Office Management.
• 2–4 years of experience in office administration, procurement, or facility management.
• Strong organizational skills with attention to detail.

Responsibilities

• Serve as the first point of contact for visitors and clients.
• Provide general administrative support to management and staff.
• Coordinate overseas staff accommodation and logistics.

Skills

Organizational skills

Multitasking

Communication skills

Microsoft Office proficiency

Education

Diploma in Business Administration or related field

Job description

Serve as the first point of contact for visitors, clients, and vendors in a professional manner.

Answer, screen, and direct phone calls and inquiries.

Handle incoming and outgoing mail, courier, and deliveries.

Maintain a tidy, organized, and welcoming reception and office environment.

Administrative & Office Support

• Provide general administrative and clerical support to management and staff.
• Prepare letters, reports, and other documents as required.
• Maintain proper filing systems (electronic and physical).
• Assist in scheduling meetings, appointments, and travel arrangements.

Procurement & Office Management

• Purchase and manage inventory of office stationery, pantry groceries, and general office supplies.
• Source and coordinate the purchase of office equipment and furniture.
• Review and monitor maintenance agreement and schedules.

Facility, Cleaning & Security Management

• Coordinate and monitor office cleaning services to ensure a clean and organized workplace.
• Liaise with security guard providers and ensure proper coverage and performance.
• Handle office maintenance, repair, and renovation arrangements.
• Ensure office safety, security, and compliance with building regulations.

Access Control & Employee Identification

• Manage door access systems including registration, activation, and deactivation of access cards.
• Prepare, issue, and maintain records of employee ID badges.
• Liaise with vendors or IT support for access system updates and troubleshooting.

Company Hostel & Accommodation Management

• Manage company hostel and staff accommodation arrangements, including rental agreements, renewals, and payments.
• Liaise with landlords, property agents, or service providers for maintenance and inspection matters.
• Maintain a record of tenancy agreements, deposits, and room assignments.

Overseas Staff & Travel Arrangements

• Coordinate overseas staff accommodation, transportation, and logistics.
• Book air tickets for employees, management, and visiting guests as required.
• Handle visa applications, renewals, and related travel documentation in coordination with HR.
• Arrange airport transfers and ensure smooth arrival/departure processes for overseas staff or visitors.

Other Duties

• Handle confidential information with professionalism and discretion.
• Perform any other administrative or operational duties assigned by management from time to time.

Requirements

• Minimum Diploma in Business Administration, Office Management, or related field.
• 2–4 years of relevant experience in office administration, procurement, or facility management.
• Strong organizational and multitasking skills with attention to detail.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Responsible, independent, and proactive in handling tasks.
• Pleasant personality with a professional and service-oriented attitude.