Admin Executive

SPD Scientific (M) Sdn Bhd; Petaling Jaya; On-site; MYR 40,000 - 60,000; Full time

Job summary

SPD Scientific (M) Sdn Bhd is seeking an Admin Executive to manage daily office operations, procurement, facilities and vendor relationships in Malaysia. The role includes HR admin support, travel arrangements and coordination with cross-functional teams.

The ideal candidate has a Diploma in Business Administration and at least 2 years of relevant experience, with strong multitasking and organizational skills, and proficiency in MS Office and collaboration tools.

Qualifications

• Diploma in Business Administration or related field is required.
• Minimum 2 years of relevant Administrative Executive experience, preferably with HR support.
• Pleasant, open personality with interpersonal skills to interact across staff and vendors.
• Structured, organized, with multitasking ability and eye for detail.
• Independent problem solver who works with minimal supervision and can adapt to change.
• Proficiency in MS Office and scheduling/collaboration tools (Outlook, Teams).

Responsibilities

• Oversee day-to-day office operations including pantry, supplies, courier and front desk coverage.
• Manage office facilities and equipment; liaise with building management and vendors for maintenance.
• Coordinate with vendors, obtain quotations, monitor contracts and settle issues.
• Handle monthly administrative payments, bills, records and filing of invoices.
• Oversee procurement and inventory of stationery and pantry supplies; monitor stock levels.
• Coordinate IT assets and liaise with Singapore team on IT procurement and issues.
• Arrange travel, including hotels, flights, insurance and related logistics.
• Coordinate events and employee engagement activities; support corporate communications.
• Provide admin support for HR activities like onboarding and training registration.
• Undertake other administrative duties and projects as assigned.

Skills

Multitasking

Detail-oriented

Interpersonal communication

Independent problem solver

Under pressure

Education

Diploma in Business Administration

Tools

MS Office

Outlook

Teams

Job description

The Admin Executive manages the smooth day-to-day operation of the office, including pantry and office supplies, courier and mail arrangements, front desk coverage, visitor management and general housekeeping. This role involves managing office facilities and equipment, coordinating with building management and vendors, and ensuring the office runs efficiently.

Key responsibilities

Manage the smooth day-to-day operation of the office, including pantry and office supplies, courier and mail arrangements, front desk coverage, visitor management and general housekeeping.

Manage office facilities and equipment, such as air-conditioning, photocopiers, door access and meeting rooms. Liaise with building management and vendors for maintenance and repairs.

Manage office vendors and service providers. Obtain quotations, coordinate services, monitor contracts and follow up on outstanding issues.

Manage monthly administrative payments, including office rental, utilities, maintenance, subscriptions and vendor invoices. Ensure all bills are checked, submitted and paid on time, with proper records maintained.

Manage office procurement and inventory, including stationery, pantry supplies and other office requirements. Monitor stock levels and arrange timely replenishment.

Coordinate IT asset arrangements, including laptops, monitors, peripherals and mobile lines. Maintain asset records and coordinate the issuance and collection of equipment for new hires and leavers.

Work closely with Singapore on IT procurement and troubleshooting matters.

Arrange employee travel requirements, including hotel and flight bookings, travel insurance and other related arrangements.

Coordinate office events, employee engagement activities and company activities, including venue, catering and logistics arrangements.

Provide administrative and logistical support for corporate, marketing and employer branding activities, including event and collateral arrangements.

Prepare and distribute office announcements, internal communications, memos and administrative reports when required.

Maintain proper records and filing of invoices, contracts, payments, vendor documents and other administrative documents. Keep track of recurring payments, renewals and other monthly administrative tasks to ensure they are completed on time.

Identify and improve administrative processes and procedures to ensure the office is organised and runs efficiently.

Provide general administrative support to employees and management, including documentation and other office-related matters.

Provide HR administrative support when required, such as interview coordination, onboarding logistics, training registration, employee engagement activities and general HR documentation.

Undertake other administrative duties and projects as assigned.

About you

Diploma in Business Administration or a related field

Minimum 2 years of relevant experience as an Administrative Executive, preferably with exposure to HR administrative support

Pleasant, open personality with the ability to interact easily across all levels of staff and external vendors

Structured and organized, with strong multitasking ability and a keen eye for detail

Independent, resourceful problem solver who can work with minimal supervision

Able to work effectively under pressure and adapt quickly to changing priorities in a fast-paced environment

Proficient in MS Office (Word, Excel, PowerPoint); comfortable using scheduling and collaboration tools (e.g. Outlook, Teams)