Admin Executive

Elsa Talent; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading energy firm in Kuala Lumpur is looking for an Executive Admin to provide vital administrative support. The ideal candidate should have a Diploma in Business Administration and at least 2 years of experience in administrative roles. Key responsibilities include managing office tasks, liaising with suppliers, and ensuring compliance with internal standards. Proficiency in Microsoft Office and excellent communication skills in English and Bahasa Malaysia are essential for success in this position. Competitive initial contract offered, renewable based on performance.

Qualifications

• Minimum Diploma in Business Administration, Office Management, or related field.
• At least 2 years of administrative experience, preferably in energy or oil & gas.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.

Responsibilities

• Provide day-to-day administrative support to the team.
• Liaise and negotiate with suppliers for bookings and quotations.
• Monitor and manage office supplies efficiently.

Skills

Organizational skills

Microsoft Office proficiency

Negotiation skills

Communication skills

Attention to detail

Education

Diploma in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Contract Type :1+1 years (initial one- year contract, renewable for another year based on performance)

Reporting to :Head of Department/Manager

Job Purpose

To provide comprehensive administrative support to ensure smooth operations within ELSA Energy. The role focuses on managing office tasks, coordinating with vendors, and facilitating internal processes to support daily business activities.

Position Overview

The Executive Admin will be responsible for performing a variety of administrative and clerical tasks. The role requires excellent organizational skills, proficiency in Microsoft Office tools, and strong negotiation and communication abilities. This position plays a critical role in liaising with suppliers and service providers, including travel agencies, PPE vendors, training centres, work permit and hotels, to support company needs efficiently.

Qualification And Experience

• Minimum Diploma in Business Administration, Office Management, or a related field.
• At least 2 years of experience in an administrative role, preferably in the energy or oil & gas industry.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong negotiation skills and the ability to liaise effectively with suppliers and external stakeholders.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.
• High attention to detail, problem-solving skills, and the ability to work independently.

Key Responsibilities

• Provide day-to-day administrative support to the team and management.
• Prepare and maintain documentation, reports, and records in an organized and timely manner.
• Liaise and negotiate with suppliers such as travel agents, PPE vendors, training centres, and hotels to obtain quotations, manage bookings, and ensure timely service delivery.
• Ensure costs associated to contract delivery- contract-related costs and contract staff related cost are managed within P&L targets and agreed contract terms and conditions.
• Monitor and manage office supplies, ensuring cost-effective procurement and stock availability.
• Coordinate vendor payments and track service delivery to ensure compliance with company procedures.
• Support internal audit and documentation requirements as needed.
• Ensure all administrative activities comply with internal SOPs and quality standards.