Administrative Executive

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o Oversee daily office operations, including managing office supplies, maintaining inventory levels for stationery and pantry items, and ensuring the workspace is well-equipped and functional.

o Coordinate with vendors for the purchase of office supplies, negotiate pricing, quality, and delivery terms, and handle invoice approvals. Ensure that all office equipment and facilities are well-maintained through regular servicing.

Supervision of Support Staff and Vendors

o Manage and supervise the office cleaner, security guard, dispatch personnel, drivers, and other support staff to ensure efficient office operations.

o Coordinate with office maintenance vendors and contractors (e.g., for repairs, cleaning, security) to ensure that services meet standards and schedules. Monitor performance and address any issues promptly to maintain a safe, well-maintained workspace.

Leasing, Sales, and Market Research

o Act as the primary liaison for the leasing and sale of company property, coordinating with agents, buyers, and tenants to facilitate transactions and manage property-related inquiries.

o Conduct market surveys to assess current trends, pricing, and demand, providing insights that support strategic decision-making for property leasing and sales.

Document and Filing Management

o Develop and maintain both manual and electronic filing systems, ensuring they are organized, secure, and accessible. Regularly update files to maintain accurate records and streamline document retrieval.

o Handle all incoming and outgoing correspondence, including the dispatch and management of documents and mail as required.

Financial and Transactional Support

o Collaborate with the Accounts team to process invoices, manage petty cash, conduct weekly bank runs, and prepare necessary correspondence to support smooth financial transactions.

o Maintain up-to-date records for financial tracking related to office administration, ensuring all transactions are well-documented and aligned with financial protocols.

HR and Employee Support

o Assist with onboarding processes for new hires by setting up a working desk, providing office orientation/tour, resources, and administrative support to facilitate a smooth transition.

o Assist to set up interview sessions when candidate arrive at office. If the interview is delayed or if they arrive early, accompany the candidate to a waiting area. Always ensuring the room is clean, organized, and free from distractions. Arrange seating for both the candidate and the interviewers. If the interview involves a presentation, video call, or technical test, test all equipment in advance (e.g., laptops, projectors, microphones, etc.).

Sales and Project Support

o Support the sales team by coordinating administrative tasks such as the preparation and execution of Sale and Purchase Agreements, loan agreements, and other relevant documentation.

o Manage inquiries regarding office listings, helping facilitate client relations and information management in the absence of sales team members.

Event Planning and Coordination

o Organize and manage logistics for corporate events, meetings, and staff gatherings, handling catering, scheduling, and invitations to ensure successful event execution.

o Coordinate special projects as assigned, arranging schedules, monitoring results, and providing timely updates to the management team.

Additional Office Support

o Act as a key point of contact within the office to support staff needs, answer queries, and ensure smooth communication across departments.

o Serve as a backup for the office secretary during absences, maintaining continuity in scheduling, document management, and office correspondence.

Others

o Complete any other administrative tasks and assignments as directed by the management or immediate superior.

Qualifications:

Diploma/ Bachelor Degree in Business Administration, Office Management or relevant field.

Min 5 years experience in administrative roles, preferably in an executive support capacity.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Strong written and verbal communication skills in English, Bahasa Malaysia, and Chinese.

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

Ability to maintain confidentiality and handle sensitive information with discretion.

Flexibility and adaptability to work in a fast-paced environment and handle multiple tasks simultaneously.