Administrative Executive

High Pines Training and Consultancy Sdn Bhd; Petaling Jaya; Hybrid; MYR 39,000 - 61,000; Full time

Benefits offered by this job

WFH on every Monday

We work on the cloud

Medical insurance

Training/Learning on technical &软?

Regional Exposure

Achievement Celebration

Job summary

High Pines Training and Consultancy Sdn Bhd is seeking an Administrative Executive to ensure the office runs smoothly and to support HR matters and client coordination. This role offers variety and room to grow within a professional services firm.

You will manage facilities, onboarding, recruitment support, project documentation, scheduling, and client communications, with a strong emphasis on digital workflows and cloud-based tools.

Qualifications

• Coordinate the maintenance and servicing of office facilities and equipment
• Maintain and update the office asset register, including asset tagging and tracking
• Collect clients’ e-Invoice information and submit it to management for invoice issuance
• Monitor and replenish office stationery, pantry supplies, and other administrative necessities
• Manage and maintain administrative records and documentation
• Research, evaluate, and procure office equipment and administrative resources based on operational requirements and budget
• Prepare letters, quotations, and other business documents as required
• Support the directors with scheduling and general administrative tasks

Responsibilities

• Coordinate the onboarding process for new employees, including documentation and orientation arrangements
• Manage employee offboarding processes, ensuring proper clearance and completion of exit procedures
• Check and verify staff timesheets against project assignments each month
• Schedule client meetings, training sessions, and consultant assignments
• Maintain and organise project documentation and client files
• Follow up with clients on administrative matters such as document collection and billing queries
• Plan and prepare materials and logistics for career fairs and recruitment events
• Research and monitor matters related to HRD Corp requirements, policies, and initiatives

Skills

Administrative Functions

Administrative Support

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

This job is an exciting opportunity for an Administrative Executive to ensure everything runs smoothly in our office. You might like this job because it offers variety and chances to grow in HR and client coordination!

We are looking for a reliable, well-organised Admin Executive to keep our office and projects running smoothly. You will be the backbone of our day-to-day operations, supporting the team across office administration, HR matters, and client coordination. This is a great role for someone early in their career who wants broad exposure and room to grow with a professional services firm.

Job Requirements

Administration

• Coordinate the maintenance and servicing of office facilities and equipment
• Maintain and update the office asset register, including asset tagging and tracking
• Collect clients’ e-Invoice information and submit it to management for invoice issuance
• Monitor and replenish office stationery, pantry supplies, and other administrative necessities
• Manage and maintain administrative records and documentation
• Research, evaluate, and procure office equipment and administrative resources based on operational requirements and budget
• Prepare letters, quotations, and other business documents as required
• Support the directors with scheduling and general administrative tasks

Human Resources & Compliance

• Support recruitment activities, including career fairs, candidate screening, interview coordination, and shortlisting candidates for management’s final interview
• Plan and prepare materials and logistics for career fairs and recruitment events
• Research and monitor matters related to HRD Corp requirements, policies, and initiatives
• Coordinate the onboarding process for new employees, including documentation and orientation arrangements
• Manage employee offboarding processes, ensuring proper clearance and completion of exit procedures
• Check and verify staff timesheets against project assignments each month

Client & Project Coordination

• Schedule client meetings, training sessions, and consultant assignments
• Maintain and organise project documentation and client files
• Follow up with clients on administrative matters such as document collection and billing queries

Skills

Administrative Functions

Administrative Support

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Company Benefits

WFH on every Monday

We allow working from home on every Monday and on ad hoc basis upon approvals

We work on the cloud

Our work involved on the cloud or using internet basis, hence we have no paper based work but purely 100% digital

Medical insurance

We provide medical insurance for employees who are confirmed

Training/Learning on technical & soft skill

Training and learning provided by our founders (ex Big 4) and also online learning/training with micro certifications

Regional Exposure

We are on the CLOUD. Hence we are able to service companies regionally from the office location.

Achievement Celebration

We value achievement with Quality and Timely deliverables. Hence, we celebrate when we have delivered successful project.

High Pines Training and Consultancy Sdn Bhd

With a love for all things numbers and a passion for helping others in digital transformation, we started High Pines in 2014 to provide consultation on cloud solutions.We specialise in cloud accounting software, ERP and HRM solutions such as QuickBooks Online, Oracle NetSuite and EmplX.To date, we have worked hand-in-hand with many companies in their digital transformation journey, from using manual/traditional...