Admin Executive

Private Advertiser; Iskandar Puteri; On-site; MYR 45,000 - 89,000; Full time

Job summary

Private Advertiser in Malaysia seeks an experienced administrator to coordinate daily office operations, facilities, and workplace services, ensuring efficient maintenance and compliance.

You will manage vendor coordination, travel and company asset records, prepare reports, and support governance, audits and asset reconciliation; diplomacy and discretion with confidential information are essential.

Qualifications

• Diploma in Business Administration, Management, Secretarial Studies, or equivalent qualification.
• Minimum 3 years of working experience in corporate administration, workplace operations, office/facilities administration or related function.
• Experience in manufacturing, multinational or professional corporate environments including vendor coordination, licences, fleet, travel or administrative projects is advantageous.

Responsibilities

• Coordinate daily office operations, workplace services, facilities and maintenance.
• Monitor workplace standards, housekeeping and service quality.
• Escalate facility, safety and business-continuity issues when required.
• Coordinate sourcing, quotations and administrative vendor arrangements according to company procedures.
• Monitor vendor performance, service quality, costs and outstanding issues.
• Verify service completion and supporting documents before payment processing.
• Maintain records and renewal schedules for licences, permits, certificates and tenancy-related requirements.
• Coordinate renewals, submissions, inspections and follow-ups with relevant parties.
• Ensure approvals and supporting documents are properly maintained for audit purposes.
• Coordinate business travel, accommodation, transportation and related arrangements.
• Maintain company vehicle records and coordinate insurance, road tax, servicing and other requirements.
• Monitor travel and fleet costs, issues and compliance matters.
• Maintain records for administrative property issuance, return, transfer and disposal.
• Support asset verification and coordinate reconciliation of discrepancies with relevant departments.
• Maintain organised, accessible and properly controlled Administration records and documents.
• Maintain Administration procedures, work instructions, forms, trackers and compliance schedules.
• Coordinate 5S, workplace standards, audit records and follow-up actions.
• Prepare periodic reports highlighting key status, exceptions, overdue actions and required decisions.
• Coordinate and prioritise the admin team's daily activities while maintaining accountability.
• Work with HR, Finance, Procurement, IT, Safety, QA and other departments to resolve administrative matters.
• Identify process gaps and implement approved improvements, digitalisation and continuity arrangements.

Skills

Strong organizational skills

Time management

Good communication

Professional writing

Confidential information handling

Coordination and multitasking

Follow-up skills

Independent work under deadlines

Education

Diploma in Business Administration, Management, Secretarial Studies, or equivalent

Job description

Coordinate daily office operations, workplace services, facilities and maintenance.

Monitor workplace standards, housekeeping and service quality.

Escalate facility, safety and business-continuity issues when required.

Coordinate sourcing, quotations and administrative vendor arrangements according to company procedures.

Monitor vendor performance, service quality, costs and outstanding issues.

Verify service completion and supporting documents before payment processing.

Maintain records and renewal schedules for licences, permits, certificates and tenancy-related requirements.

Coordinate renewals, submissions, inspections and follow-ups with relevant parties.

Ensure approvals and supporting documents are properly maintained for audit purposes.

4. Business Travel, Logistics & Company Vehicles

Coordinate business travel, accommodation, transportation and related arrangements.

Maintain company vehicle records and coordinate insurance, road tax, servicing and other requirements.

Monitor travel and fleet costs, issues and compliance matters.

5. Company Property & Records Management

Maintain records for administrative property issuance, return, transfer and disposal.

Support asset verification and coordinate reconciliation of discrepancies with relevant departments.

Maintain organised, accessible and properly controlled Administration records and documents.

6. Administration Governance & Reporting

Maintain Administration procedures, work instructions, forms, trackers and compliance schedules.

Coordinate 5S, workplace standards, audit records and follow-up actions.

Prepare periodic reports highlighting key status, exceptions, overdue actions and required decisions.

Coordinate and prioritise the admin team's daily activities while maintaining accountability.

Work with HR, Finance, Procurement, IT, Safety, QA and other departments to resolve administrative matters.

Identify process gaps and implement approved improvements, digitalisation and continuity arrangements.

Job Requirement

Diploma in Business Administration, Management, Secretarial Studies, or equivalent qualification.

Minimum 3 years of working experience in corporate administration, workplace operations, office/facilities administration or a related function.

Experience in a manufacturing, multinational or professional corporate environment, including vendor coordination, licences, fleet, travel or administrative projects, would be an advantage.

Strong organizational and time management skills

Good communication and professional writing skills

Ability to handle confidential information professionally

Strong coordination, multitasking, and follow-up skills

Able to work independently under tight deadlines

Strong record and control discipline