Administration Executive

Nextrend Systems Sdn Bhd; Kuala Lumpur; On-site; MYR 36,000 - 60,000; Full time

Job summary

Nextrend Systems Sdn Bhd in Kuala Lumpur is seeking a Business Administration Executive to join our dynamic team on a full-time basis. This role oversees administrative functions, coordinates between departments, and ensures seamless client and sales support across the organisation.

Ideal candidates have a Diploma or Bachelor's in Business Administration (or related), 1–2 years in business administration or sales support, and strong English communication.

Qualifications

• Diploma or Bachelor's degree in Business Administration (or equivalent professional experience).
• 1–2 years of experience in business administration, client services or sales support roles.
• Proven experience managing administrative operations and coordinating across multiple departments.
• Excellent organisational skills with the ability to prioritise multiple tasks and meet tight deadlines.
• Strong written and verbal communication skills in English.
• Advanced proficiency in Microsoft Office Suite and experience with business management software.
• Demonstrated ability to work independently and as part of a team.
• Strong interpersonal skills and relationship-building with colleagues and clients.
• Problem-solving mindset with focus on continuous improvement and efficiency.
• Attention to detail and commitment to high standards of accuracy and professionalism.
• Experience in client-facing or sales-support environment is desirable.
• Knowledge of basic accounting or financial administration principles would be beneficial.

Responsibilities

• Provide efficient general administrative support for showroom and office operations.
• Maintain records and manage stationery, office supplies, and refreshments inventory.
• Coordinate communication with vendors, suppliers, and service providers.
• Coordinate and monitor import logistics documentation for customs and regulatory needs.
• Monitor mail, courier, and delivery services to ensure timely handling.
• Manage membership registrations and renewals including CIDB accounts.
• Submit payment requests to Finance for monthly utilities and vendor payments.
• Maintain and update company documents using a filing system.
• Prepare Director's claims and supporting documentation for reimbursement.
• Liaise with internal departments and external parties to resolve administrative matters.
• Assist management with ad hoc administrative duties and operational coordination.

Skills

Administrative support

Vendor coordination

Communication skills

MS Office

Education

Diploma/Bachelors in Business Administration

Tools

Microsoft Office

Job description

About the role

Nextrend Systems Sdn Bhd is seeking a Business Administration Executive to join our dynamic team in Kuala Lumpur on a full-time basis. This role will be responsible for overseeing administrative functions, coordinating between departments, and ensuring seamless client and sales support across the organisation. This role offers the opportunity to make a significant impact on our business processes and contribute directly to our company's success and growth trajectory.

• Provide efficient and effective general administrative support for the showroom and office operations, ensuring smooth day-to-day administrative activities.
• Maintain accurate records and monitor stationery, office supplies, and refreshments inventory, ensuring adequate stock levels and timely replenishment.
• Coordinate and manage communication with vendors, suppliers, and service providers, including follow-ups on quotations, deliveries, invoices, and related administrative matters.
• Coordinate and monitor import logistics processes, including preparation, compilation, and submission of relevant documentation for customs declarations, SIRIM applications, and other regulatory requirements.
• Monitor and manage incoming and outgoing mail, courier, and mailing services, ensuring timely and accurate delivery of documents and parcels.
• Manage and monitor membership registrations and renewals, including CIDB accounts and other relevant company memberships.
• Prepare and submit payment requests to the Finance Department for monthly company utilities, vendor, and supplier payments through the E-Payment system, ensuring proper supporting documentation and timely processing.
• Maintain, organise, and update company documents and records using an appropriate and systematic filing and document management system.
• Prepare and compile Director's claims and supporting documentation for reimbursement, ensuring completeness and submission in accordance with company procedures.
• Liaise with internal departments and external parties to ensure administrative matters are followed up and resolved in a timely manner.
• Assist management with ad hoc administrative duties and operational coordination as required.

What we're looking for

• Diploma or Bachelor's degree in Business Administration, Management or related field (or equivalent professional experience)
• Minimum 1-2 years of experience in business administration, client services or sales support roles
• Proven experience managing administrative operations and coordinating across multiple departments
• Excellent organisational skills with the ability to prioritise multiple tasks and meet tight deadlines
• Strong written and verbal communication skills in English
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with business management software
• Demonstrated ability to work independently and as part of a collaborative team environment
• Strong interpersonal skills with the ability to build positive relationships with colleagues and clients
• Problem-solving mindset with a focus on continuous improvement and efficiency
• Attention to detail and commitment to maintaining high standards of accuracy and professionalism
• Experience in a client-facing or sales-support environment is highly desirable
• Knowledge of basic accounting or financial administration principles would be beneficial

What we offer

At Nextrend Systems Sdn Bhd, we are committed to supporting the professional development and wellbeing of our employees. We offer a competitive salary package commensurate with experience and qualifications. We provide opportunities for career progression and skills development through training programmes and mentorship from senior leadership. Our workplace culture emphasises collaboration, innovation and mutual respect. We offer flexible working arrangements to support work-life balance, and our modern office facilities in Kuala Lumpur provide a professional and productive working environment. Additionally, we provide statutory benefits in accordance with Malaysian employment law, and we foster an inclusive workplace where diverse perspectives are valued and celebrated.

About us

Nextrend Systems Sdn Bhd is a progressive technology and business solutions company operating in Malaysia with a commitment to delivering high-quality services to our clients. We pride ourselves on fostering a culture of innovation, integrity and excellence in everything we do. Our team comprises talented professionals dedicated to helping businesses optimise their operations and achieve their strategic objectives. We believe in investing in our people and creating an environment where they can thrive, contribute meaningfully to our mission, and grow their careers. At Nextrend Systems Sdn Bhd, we are not just building a company; we are building a community where each member is valued and empowered to succeed.