Admin Executive

CMi Printing And Event Management Sdn Bhd; Kuantan; On-site; MYR 100,000 - 150,000; Full time

Job summary

A local event management company in Kuantan, Pahang, is seeking an Admin Executive to manage daily office operations, support management with reports, handle customer inquiries, and assist in coordinating events. The ideal candidate should possess strong organizational skills, be proficient in document management using Google Drive and OneDrive, and communicate effectively with clients and various departments. This role involves a variety of administrative tasks to ensure smooth operation of the office and event execution.

Qualifications

• Experience in office administration.
• Ability to manage schedules and coordinate meetings.
• Strong communication skills for customer interactions.

Responsibilities

• Manage daily office operations and documentation.
• Assist management in report preparation.
• Handle customer inquiries and coordinate appointments.
• Liaise with various departments to ensure smooth operations.

Skills

Office management

Document management

Customer service

Event coordination

Communication

Tools

Google Drive

OneDrive

Job description

CMi Printing And Event Management Sdn Bhd – Kuantan, Pahang

Scope of Duties

Position: Admin Executive

Office Administration

1. Manage daily office operations including preparation of documents, correspondence, memos, and filing.
2. Organise company records in accordance with physical and digital filing systems (Google Drive/OneDrive).
3. Ensure office supplies are sufficient (stationery, printer ink, paper, equipment).
4. Manage schedules for meeting rooms, company vehicles, and office facilities.

Management & Operations Support

1. Assist management in preparing reports, meeting minutes, and follow-up actions.
2. Ensure management instructions are properly documented and communicated to relevant staff.
3. Prepare brief daily or weekly reports when required.

Document & Data Management

1. Handle important documents such as invoices, quotations, purchase orders (PO), delivery orders (DO), contracts, agreements, and vendor records.
2. Verify data accuracy before submission to Finance/Management.
3. Manage basic HR records such as attendance, leave, and warning letters (if instructed).

Communication & Customer Service

1. Manage incoming calls, WhatsApp Business messages, and customer enquiries.
2. Coordinate appointments (meetings, candidate interviews, customer discussion sessions).
3. Provide professional responses to customers in accordance with company SOPs.

Inter-Departmental Coordination

1. Liaise with Catering, Banquet, Hall, Marketing, and Kitchen departments to coordinate tasks.
2. Ensure accurate information is communicated to all departments in a timely manner.
3. Assist in preparing event schedules, event checklists, and post-event report collection.

Finance Support (Admin + Finance)

1. Review invoices, receipts, petty cash records, and prepare preliminary reports.
2. Manage staff claims (claims, mileage, overtime forms).
3. Ensure all documents are complete before submission to the Finance department.

Human Resource Administration

1. Prepare job offer letters, warning letters, notices, memos, and official correspondence.
2. Maintain employee personal files (HR Filing).
3. Coordinate shortlisted candidates and arrange interview requirements.

Event Management Support

1. Assist with event administration such as reviewing booking forms, customer requirements, and event schedules.
2. Ensure event documentation is complete (Job Order Forms, Table Plans, Event Rundown).
3. Assist the Floor Manager when required for event documentation matters.
4. Be involved in event execution at least twice a month.

Reporting & Monitoring

1. Prepare daily or weekly operational reports for management review.
2. Monitor staff work records when instructed (attendance, event participation, daily tasks).

Additional Duties

1. Perform any other duties as assigned by the Director or Finance Manager from time to time.