Admin Executive

Pastry World Sdn Bhd; Selangor; Sur place; MYR 45 000 - 78 000; Plein temps

Résumé du poste

Pastry World Sdn Bhd in Malaysia is looking for an Administrative & Documentation professional to manage office and production documentation, records, and filing systems. You will also handle data entry, report preparation, and supplier documentation to ensure audit readiness and compliance.

You will support HR admin, track factory KPIs, and assist in GMP/HACCP/ISO documentation while coordinating with Production, QA/QC, Warehouse, Maintenance and other departments.

Qualifications

• Diploma or Degree in Business Administration, Office Management, or related fields.
• Minimum 2 years of administrative experience, preferably in manufacturing, FMCG, or F/B environment.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Strong documentation, organisational, and multitasking skills.
• Good communication skills and ability to coordinate across departments.
• Familiar with GMP, HACCP, or ISO-related documentation is an added advantage.
• Well-organised, detail-oriented, and disciplined.
• Proactive, responsible, and supportive team player.
• Able to work independently and handle confidential information.
• Proactive, supportive, and able to work in a fast-paced manufacturing environment.

Responsabilités

• Administrative & Documentation Management: Manage and maintain office and production-related documentation, records, and filing systems.
• Administrative tasks: Data entry, report preparation, and handling correspondence.
• Audit & Compliance: Ensure documents are properly controlled for audit, traceability, and compliance purposes.
• Inventory control: Monitor and control inventory of office and related supplies.
• Purchasing: Prepare purchase requisitions and handle purchasing requests per procedures.
• Vendor coordination: Follow up on orders, delivery status, and documentation with suppliers.
• Reporting & Data Coordination: Prepare and compile reports such as attendance, overtime, material usage, and production summaries.
• Documentation systems: Maintain accurate records using Excel and administrative systems.
• HR support: Support basic HR administrative matters including leave records, staff onboarding, and training documentation.
• Safety & GMP support: Assist in GMP/HACCP/ISO-related documentation and safety records.
• Coordination & Communication: Liaise with vendors, authorities, schedule meetings, and coordinate across departments.

Connaissances

Documentation

Organisational skills

Multitasking

MS Office

Communication

GMP knowledge

Independent work

Confidential handling

Team player

Fast-paced environment

Formation

Diploma or Degree in Business Administration, Office Management, or related fields

Description du poste

1. Administrative & Documentation Management

Manage and maintain office and production-related documentation, records, and filing systems.

Perform daily administrative tasks including data entry, report preparation, and handling correspondence.

Ensure documents are properly controlled for audit, traceability, and compliance purposes.

Monitor and control inventory of office and related supplies.

Prepare purchase requisitions and handle purchasing requests in accordance with company procedures.

Follow up on orders, delivery status, and documentation with suppliers.

3. Reporting & Data Coordination

Prepare and compile reports such as attendance, overtime, material usage, and production summaries.

Maintain accurate records using Excel and administrative systems.

Support management with timely administrative and operational reports when required.

4. HR & Staff Administrative Support

Support basic HR administrative matters including leave records, staff onboarding, and training documentation.

Maintain confidentiality of employee records and sensitive information.

Maintain and update factory KPIs', trackers and performance records.

5. Audit, GMP & Compliance Support

Ensure proper documentation for audits, traceability, and compliance with GMP, HACCP, ISO 22000, and relevant standards.

Assist in preparation and compilation of documents for internal, external, and customer audits.

Support JKKP/OSHA documentation and administrative compliance when required.

Assist in maintaining safety-related records and reports.

6. Coordination & Communication

Liaise with external parties such as vendors, service providers, and authorities when required.

Coordinate meetings, prepare minutes, and follow up on action items.

Collaborate with Production, QA/QC, Warehouse, Maintenance, and other departments to ensure smooth workflow.

Handle administrative documentation, purchasing requests, and reporting in accordance with company policies.

Follow up on pending documentation, orders, and action items.

Escalate issues affecting compliance, documentation, or operational efficiency to Management.

Qualifications & Requirements

1. Diploma or Degree in Business Administration, Office Management, or related fields.

2. Minimum 2 years of administrative experience, preferably in manufacturing, FMCG, or F/B environment.

3. Proficient in Microsoft Office (Excel, Word, PowerPoint).

4. Strong documentation, organisational, and multitasking skills.

5. Good communication skills and ability to coordinate across departments.

6. Familiar with GMP, HACCP, or ISO-related documentation is an added advantage.

7. Well-organised, detail-oriented, and disciplined.

8. Proactive, responsible, and supportive team player.

9. Able to work independently and handle confidential information.

10. Proactive, supportive, and able to work in a fast-paced manufacturing environment.