Admin Executive (Admin, Legal & Compliance)

Misarma Enterprise Sdn Bhd; Miri; On-site; MYR 45,000 - 71,000; Full time

Job summary

Misarma Enterprise Sdn Bhd invites applications for an Admin Executive (Admin, Legal & Compliance) to oversee daily office administration, front-desk operations, procurement, facilities, and vendor management from our Miri office.

This role emphasizes record-keeping, license renewals, budget monitoring, and adherence to internal policies, supporting the ALC management team to improve efficiency and audit readiness.

Qualifications

• Diploma in Business Administration, Office Management, or related field.
• 3–5 years of relevant administrative or executive support experience.
• Strong command of English and Malay, written and spoken.
• Proficient in Microsoft Office applications; budgeting understanding is a plus.

Responsibilities

• Oversee front desk operations and greet visitors professionally.
• Manage calls and inquiries with timely routing.
• Coordinate procurement, vendor management, and office administration.
• Monitor licenses renewal, record-keeping, and audit readiness.
• Support budget tracking and expense reporting.

Skills

English & Malay communication

Education

Diploma in Business Administration / Office Management

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Admin Executive (Admin, Legal & Compliance)

The Admin Executive is a key operational role responsible for managing and overseeing the smooth, efficient, and compliant day-to-day administrative functions of the office. This position carries ownership of office administration, front-of-house management, procurement processes, facility coordination, vendor management, and corporate logistics, ensuring all activities are executed in a structured, cost-effective, and service-oriented manner.

The incumbent is expected to uphold high standards of professionalism, operational control, and administrative governance by ensuring proper record management, timely renewal of licenses, effective budget monitoring, and adherence to internal policies and procedures. The role also supports the ALC management team in implementing administrative frameworks, improving operational efficiency, and maintaining audit readiness.

This position requires a proactive and resourceful individual who can operate with minimal supervision, coordinate across departments and external vendors, and contribute to continuous improvement initiatives within the administrative function.

In addition, the role is required to undertake ad hoc assignments and cross-functional responsibilities as directed by the superior or Management to support overall organizational objectives.

2) Key Responsibilities

Reception & Front Desk Management

Oversee front desk operations, ensuring all visitors, clients, and external parties are received professionally and in accordance with company protocols.

Manage and monitor all incoming calls, enquiries, and communications, ensuring accurate routing and timely responses.

Supervise handling of incoming and outgoing mail, courier services, and deliveries with proper documentation and tracking.

Ensure reception and common areas are consistently maintained to reflect a professional corporate image.

Administer visitor access control, logs, and passes in compliance with internal security and audit requirements.

Administrative & Office Management

Manage and oversee daily office administrative operations, ensuring a safe, efficient, and well-maintained work environment.

Monitor and control office supplies, pantry items, and inventory through proper tracking, planning, and cost management.

Act as the primary coordinator with building management and service providers for maintenance, repairs, and facility-related matters.

Ensure proper upkeep and utilization of office assets, facilities, and administrative systems.

Support and enforce administrative policies, procedures, and internal controls across the organization.

Oversee and manage the end-to-end procurement process for administrative goods and services, ensuring compliance with company procurement policies.

Source, evaluate, and recommend vendors based on pricing, quality, service delivery, and compliance standards.

Maintain vendor database, contracts, and performance records, ensuring proper documentation and governance.

Negotiate with vendors to achieve cost efficiency and service quality while maintaining long-term relationships.

Monitor vendor performance and resolve issues relating to delays, quality, or non-compliance.

Budget & Financial Administration

Support the preparation, monitoring, and control of the departmental administrative budget.

Track expenses against budget allocations and identify variances, providing insights and recommendations where necessary.

Review and process invoices, ensuring accuracy, completeness, and correct allocation to cost centres.

Maintain proper financial and administrative records in compliance with audit and internal control requirements.

Corporate Events & Logistics

Plan, coordinate, and oversee logistical arrangements for company events, meetings, training sessions, and corporate functions.

Manage travel arrangements, including flights, accommodation, and transportation, ensuring cost efficiency and compliance with company policies.

Ensure all logistics are well-coordinated, timely, and aligned with organizational standards.

Records, Compliance & Reporting

Maintain and administer company administrative records, ensuring proper filing, version control, and accessibility.

Monitor and track the validity of company licenses, permits, and certifications, ensuring timely renewal and compliance.

Support compliance-related administrative processes, including maintaining registers and tracking key deadlines.

Prepare and consolidate administrative and expense reports for Management review.

Ensure all documentation and records are maintained in an audit-ready condition.

General Support

Provide comprehensive administrative and coordination support to the ALC Manager and related functions within the department.

Support implementation of administrative initiatives, process improvements, and governance practices.

Conduct basic research or data compilation as required to support decision-making.

Attend to and efficiently complete ad hoc tasks assigned by superiors or Management in a timely and professional manner.

8) Authorities

Authorized to initiate, coordinate, and process purchase requisitions and procurement activities within approved budgets and company policies.

Authorized to source vendors, obtain quotations, and conduct preliminary evaluations in line with procurement guidelines and approval limits.

Authorized to verify and certify receipt of goods and services, ensuring compliance with required specifications and standards.

Authorized to access, manage, and maintain administrative records, company licenses, and departmental documentation for operational purposes.

Authorized to coordinate logistics, travel arrangements, and event planning within approved budgets and company guidelines.

Authorized to liaise and coordinate with internal departments and external vendors to ensure smooth administrative operations.

Authorized to monitor administrative and compliance-related deadlines and escalated issues or risks to the ALC Manager where necessary.

Authorized to prepare reports, correspondence, and documentation for review and approval by Management.

2) Requirements & Qualifications

Education : Diploma in Business Administration, Office Management, or a related field.

Experience: Minimum of 3 - 5 years of relevant experience in an administrative or executive support role.

Language: Strong command of both written and spoken English and Malay.

Technical Knowledges:

Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Basic understanding of budgeting and financial principles is an advantage.

Familiarity with operating standard office equipment (e.g., multi-line phone systems, printers, photocopiers).

Well-groomed with a polite and professional demeanour suitable for a front-of-house role.

A genuine desire to help people, with patience and a positive attitude when handling guests and staff.

Exceptional ability to multitask, prioritize workload, and manage time effectively in a dynamic environment.

Excellent verbal and written communication skills, with the ability to liaise effectively with internal staff and external vendors.

A proactive and resourceful approach to identifying and resolving issues promptly.

High level of accuracy and attention to detail in all aspects of work, especially in record-keeping, procurement, and budget tracking.

Ability to work with numbers confidently for tasks such as budget preparation and expense tracking.

Ability to handle confidential information with the utmost discretion and professionalism.

A collaborative mindset with a willingness to support team members and contribute to departmental goals.

Engaging in construction, marine and oil & gas related industry. It is located at a wholly owned private wharf which, strategic location alongside the Miri Baong river. The establishment inaugurated as head office in Miri, Sarawak has rapidly expanded its business to Bintulu (Sarawak) and Kuala Lumpur. We are also specialise in timber and engineering sector to provide its client with variety of services. The main goal is to offer clients with one-stop services by provind necessary equipment and services. We also provide wide range of repair, installation and maintenance services for marine vessel, deck and engineering by keeping our workshop and wharf in close proximity to maximize quick and flexible service to our clients