Administrative Executive

TF-AMD Penang; Penang; On-site; MYR 30,000 - 50,000; Full time

Job summary

A prominent company in Malaysia is looking for an Administrative Support Specialist based in Batu Kawan. The role requires providing extensive administrative assistance, managing schedules, and handling correspondence. Proficiency in Mandarin and basic English is essential due to communication with guests from China. Ideal candidates will possess a diploma or degree and have prior experience in a high-paced administrative environment.

Qualifications

• Basic oral and written skills in English and Mandarin. Mandarin speaking is a must.
• 1-3 years’ work experience in administration; open for fresh graduates.

Responsibilities

• Provide comprehensive administrative support to the management team.
• Coordinate and manage the scheduling of meetings and travel arrangements.
• Oversee the management of filing systems for both physical and electronic documents.
• Organize and facilitate internal and external meetings.
• Assist with monitoring the progress, timelines, and deliverables of projects.
• Serve as the primary point of contact with external vendors.
• Manage plant-wide stationery and gifts inventory.
• Provide support for hosting external visitors.
• Perform other duties as assigned by the supervisor.

Skills

English Skills

Government Visit Reception Knowledge

Work Permit/Visa Knowledge

Air ticket/Hotel booking knowledge

Education

Diploma or degree or equivalent

Job description

Work Location: Batu Kawan

Job Responsibilities:

1. Provide comprehensive administrative support to the management team and various departments, including handling correspondence, phone calls, emails, travel flight and accommodation booking, transportation arrangement and other office communications.
2. Coordinate and manage the scheduling of meetings, appointments, and travel arrangements, ensuring that executives and team members remain organized and their calendars are efficiently maintained.
3. Oversee the management of filing systems for both physical and electronic documents, ensuring that all company records are current, well-organized, and readily accessible.
4. Organize and facilitate internal and external meetings, including the preparation of agendas, meeting spaces, food arrangement and necessary materials, as well as taking meeting minutes and following up on action items.
5. Assist with monitoring the progress, timelines, and deliverables of projects, providing essential administrative support for ongoing initiatives.
6. Serve as the primary point of contact with external vendors, coordinating services such as office maintenance, catering, and other essential supplies.
7. Act as a liaison between departments to ensure effective communication, collaboration, and seamless coordination on ongoing projects and initiatives.
8. Manage plant-wide stationery (business cards), including purchasing, receiving, and distribution.
9. Oversee the management of gifts, beverages, including purchasing new gifts/ beverages regularly and maintaining inventory.
10. Provide support and assistance to the administrative team in executing various administrative tasks.
11. Oversee the management of external hostel/long-term stay accommodation rentals, coordinate cleaning activities with external cleaners and liaison with landlords on rental administrative paperwork.
12. Provide administrative support in hosting external visitors, business customers including preparation of drink, transportation and meal setup arrangements,
13. Perform other duties and responsibilities as assigned by the supervisor.

Job Qualifications:

1. Education : Diploma or degree or equivalent
2. Language Basic oral and written skills in English and Mandarin. Mandarin speaking is a must, as the majority of communication involves liaising with guests from China.
3. Experience: 1-3years’ work experience including 1~2 years’ expertise experience in a high paced environment specializing in administration work experience. Open for fresh graduate who interested to apply.
4. Functional Competency: English Skills, Government Visit Reception Knowledge, Work Permit/Visa Knowledge/Invitation Letter, Air ticket/Hotel booking knowledge