Administrative Executive

Elite Controls Sdn. Bhd.; Johor Bahru; On-site; MYR 42,000 - 65,000; Full time

Benefits offered by this job

Travel allowance

Parking allowance

Handphone allowance

Medical insurance

Performance bonuses

Job summary

Elite Controls Sdn. Bhd. in Johor Bahru is seeking an organised Administrative Executive to support our Bandar Indahpura, Kulai office. You will manage vendor coordination, invoicing, PO issuance, and general office operations.

The role requires 2–3 years in office administration, strong English and Bahasa Malaysia, and proficiency with Google Workspace or Microsoft 365. Mandarin is a plus. We offer allowances, medical insurance, and performance bonuses.

Qualifications

• 2–3 years of experience in office administration, operations support, procurement, or logistics coordination.
• Strong written and spoken English and Bahasa Malaysia; Mandarin is an added advantage.
• Proficient with cloud platforms (Google Workspace / Microsoft 365).

Responsibilities

• Coordinate with outsourced corporate secretary and accounting firms for monthly handoffs.
• Draft, issue, log, and track Purchase Orders.
• Prepare and dispatch invoices, monitor payments, and follow up on outstanding balances.
• Perform three-way matching before payment approval.
• Coordinate RFQs, evaluate quotes, and maintain supplier contacts.
• Track shipments and coordinate delivery timelines with suppliers and site staff.
• Oversee office supplies, inventory, and vendor service agreements.
• Assist with executive scheduling, travel itineraries, mail distribution, and visitor reception.

Skills

Attention to detail

Communication

Problem solving

Tools

Google Workspace

Microsoft 365

Job description

About the role

We are looking for an organized and detail-oriented Administrative Executive to support our Johor Bahru office located at Bandar Indahpura, Kulai.

Key Responsibilities

1. Outsourced Professional Partners

• Company Secretary and Accounting Liaison: Assist to handle coordination with our outsourced Corporate Secretaryandwith our outsourced accounting firm for monthly bookkeeping handoffs. Compile and submit vendor bills, sales invoices, bank statements, and expense claims to the external accountant before monthly cut-off dates.
• Purchase Orders (POs): Draft, issue, log, and track Purchase Orders aligned with project specifications and approved budgets.
• Invoicing & Accounts Receivable: Generate and dispatch customer invoices promptly, track payment receipts, and follow up on outstanding balances.
• Three-Way Matching: Perform three-way matching (PO vs. Delivery Order vs. Vendor Invoice) before routing bills for payment approval.
• Vendor Sourcing: Assist project teams in requesting quotes (RFQs), evaluating lead times, and terms.
• Shipment & Delivery Tracking: Monitor inbound shipments, coordinate delivery timelines directly with suppliers and site personnel.
• Supplier Database: Maintain an up-to-date registry of vetted suppliers, service providers, and contractor contacts.

4. Office Management & Administration

• Facilities & Inventory: Oversee office and pantry supplies inventory, order stock, and manage vendor service agreements (cleaning, maintenance, security).
• Executive & General Support: Assist with executive scheduling, travel itineraries, incoming mail distribution, and visitor reception hospitality.

Requirements & Qualifications

• Experience: 2–3 years of relevant experience in office administration, operations support, procurement, or logistics coordination. Prior experience liaising with outsourced accounting/corp-sec providers is an added advantage.
• Software Proficiency: Hands-on familiarity with cloud platforms (Google Workspace / Microsoft 365).
• Language Skills: Strong written and spoken proficiency in English and Bahasa Malaysia. Proficiency in Mandarin is an added advantage for communicating with regional suppliers.
• Core Competencies: High attention to detail, strong numerical accuracy, proactive problem-solving ability, and excellent communication skills.

What we offer

• Travel, parking, and handphone allowances.
• Medical insurance under the company scheme.
• Attractive fringe benefits and performance-based bonuses.

About us

Elite Controls Sdn. Bhd. is a system integrator specializing in Instrumentation and Control System, offering services in controls and instrumentation design, installation, MES interfacing, and SCADA/PLC development. The company also provides ELV systems such as CCTV, PA, and integrated security solutions across industries including semiconductor, chemical, healthcare, water & waste, and oil & gas.

Their team of experienced engineers delivers proactive, integrated solutions for utilities and process systems, including chilled water, HVAC, power monitoring, and fume scrubber systems.