ADMINISTRATIVE EXECUTIVE

ITRAMAS; Selangor; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading organization in Malaysia is seeking a dedicated HR and Administrative Officer to manage essential HR tasks, including recruitment and employee engagement, as well as administrative duties across procurement and compliance. The ideal candidate holds a bachelor's degree and has 3-5 years of relevant experience. Strong proficiency in Microsoft Office and organizational skills are essential. This role offers an exciting opportunity to contribute to operational efficiency and support a dynamic team.

Qualifications

• 3-5 years of relevant experience in the respective role.
• Knowledge of industry regulations and best practices.
• Ability to multitask, prioritize, and meet deadlines.

Responsibilities

• Manage HR and administrative tasks to ensure smooth operations.
• Support in recruitment, onboarding, and employee management.
• Oversee asset management and procurement processes.

Skills

Proficiency in Microsoft Office

Strong communication skills

Analytical thinking

Organizational skills

Problem-solving skills

Education

Bachelor's degree or advanced diploma in relevant fields

Tools

HRIS

Asset Management Systems

Project Management Tools

Job description

Is responsible for handling both human resources (HR) and administrative tasks within an organization. Their role ensures smooth operations related to employee management, office administration, and compliance with policies.

HR Duties

• In charge of attendance and leave records management.
• Support in recruitment, hiring, and onboarding of new employees.
• Support in maintaining and updating employee records, files and HR databases.
• Assist in processing staff claim.
• Ensure compliance with labor laws, company policies and HR procedures.
• Support employee queries and grievances in a professional manner.
• Assist in organizing employee engagement activities, training, and performance evaluations.

Administrative Duties

• Oversee office operations and ensure efficient workflow.
• Oversee office supplies inventory and ensure timely procurement.
• Coordinate with vendors for office maintenance, repairs, and services.
• Manage office equipment and facility maintenance.
• Assist in meetings, events, and travel arrangements.
• Handle correspondence, documentation, and filing.
• Assist in budget planning and expense tracking.
• Ensure health and safety compliance in the workplace.

Project and Asset Management

Is responsible for overseeing an organization's assets, ensuring they are properly recorded, maintained, utilized, and disposed of efficiently. This role is crucial in tracking and optimizing assets that are essential for cost control and operational efficiency.

Project and Asset Tracking & Inventory Management

• Maintain an up-to-date business license, inventory of company assets, including equipment, machinery, vehicles, and property.
• Assign and track assets issued to employees or departments.
• Conduct regular asset audits and reconciliation to ensure accurate records.
• Issuance of documentations eg PR, PO, GRN, DO etc.

Asset Acquisition & Disposal

• Assist in the procurement process of new assets, ensuring compliance with budget and policies.
• Monitor asset lifecycle and recommend repairs, upgrades, or replacements.
• Manage asset disposal processes, ensuring compliance with company policies and regulations.
• Schedule and coordinate asset maintenance, inspections, and servicing.
• Ensure assets are used efficiently to maximize their value and lifespan.
• Develop strategies to minimize asset depreciation and operational downtime.

Compliance & Documentation

• Maintain detailed records of asset movements and cost not limited to depreciation, and valuation.
• Ensure compliance with project and asset management policies, industry regulations, and financial reporting standards.
• Prepare reports on asset status, usage trends, and cost analysis for management review.

Certification, Licensing & Regulatory

• Managed company certification and project license renewals to ensure continuous compliance and uninterrupted operations.
• Coordinated and supported certification application submissions in accordance with regulatory and documentation requirements.

Procurement & Supply Chain

• Source, evaluate, and negotiate with suppliers to ensure cost-effective purchasing while meeting quality and delivery requirements.
• Prepare and process purchase orders, and related procurement documentation in accordance with company policies.
• Monitor supplier performance, lead times, pricing, and contract compliance.
• Coordinate inbound and outbound logistics, including delivery scheduling, transportation, and warehouse coordination.
• Ensure timely delivery of materials to support operational and project requirements.
• Manage inventory levels to avoid overstocking or shortages, including stock reconciliation and reporting.
• Liaise with internal departments (Finance, Operations, Project, Warehouse) to ensure smooth procurement and logistics flow.
• Handle import/export documentation, customs clearance, and compliance with regulatory requirements (if applicable).
• Resolve procurement or logistics issues such as delays, discrepancies, or quality concerns.
• Maintain accurate records, reports, and supplier databases for audit and management review.
• Ensure compliance to ISO requirement

Customer Service

(Glenmarie and Butterworth)

Leadership & Supervision

• Lead, coach, and supervise the customer service team to ensure consistent service quality.
• Allocate daily tasks, manage schedules, and monitor workload distribution.
• Conduct on-the-job training, mentoring, and performance coaching for team members.
• Act as a role model by handling complex customer cases when required.
• Handle escalated, sensitive, or high-impact customer complaints professionally.
• Perform root cause analysis and implement corrective and preventive actions.
• Coordinate with internal departments to ensure timely and effective resolution.
• Ensure follow-up with customers until full closure and satisfaction.

Service Performance & KPI Management

• Monitor individual and team KPIs (response time, resolution time, CSAT).
• Prepare and analyze customer service performance reports.
• Identify gaps in service delivery and propose improvement plans.
• Ensure team adherence to SLAs and service standards.

Process Improvement & SOP Management

• Review, improve, and enforce customer service SOPs and workflows.
• Identify inefficiencies and recommend system or process enhancements.
• Participate in system testing, implementation, or upgrades related to customer service.
• Ensure consistent application of policies across the team.

Cross-Functional Coordination

• Work closely with Sales, Operations, Finance, Logistics, and IT to resolve service issues.
• Act as the main point of contact for customer service matters.
• Align service execution with business and operational requirements.

Customer Experience & Relationship Management

• Monitor customer feedback, complaints trends, and service ratings.
• Implement initiatives to improve customer experience and retention.
• Support key accounts or high-value customers when required.
• Ensure customer communication is professional, accurate, and timely.

Compliance & Governance

• Ensure compliance with company policies, data protection, and confidentiality standards.
• Manage documentation related to complaints, corrective actions, and audits.
• Support internal or external audits related to customer service processes.

Reporting & Management Support

• Prepare regular service performance summaries for management.
• Provide insights and recommendations based on customer data and trends.
• Assist management in manpower planning and service strategy execution.

Finance and Accounts (Glenmarie and Butterworth)

• Financial Operations
• Accounts Payable & Receivable
• Budgeting & Cost Control
• Taxation & Statutory Compliance
• Audit & Internal Control
• Cash Flow & Treasury
• Reporting & Documentation
• System & Process Improvement
• Coordination & Support

Requirements

Education & Experience

• Bachelor’s degree or advance diploma in Accounts and Finance, Business Administration, Management, HR, Engineering, Mass Communication, Construction Management, or respective discipline.
• 3-5 years of relevant experience in the respective role.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Experience with relevant software (HRIS, EDMS, Asset Management Systems, or Project Management Tools).
• Strong organizational and documentation skills.
• Excellent communication and interpersonal skills.
• Strong problem-solving and analytical thinking.
• Ability to multitask, prioritize, and meet deadlines.
• Attention to detail and accuracy.

Other Requirements

• Knowledge of industry regulations and best practices.
• Ability to work independently and as part of a team.
• High level of integrity and confidentiality.