Administrative Executive

Private Advertiser; West Coast Division; On-site; MYR 24,000 - 36,000; Full time

Job summary

Private Advertiser in Malaysia is seeking an administrative coordinator to manage documents, submissions and correspondence with government agencies. You will maintain registers, track deadlines and ensure proper follow-up actions across multiple matters.

You will prepare letters, reports, meeting minutes and progress updates, organise records (physical and electronic), and coordinate meetings, document delivery and status updates for management.

Qualifications

• Diploma or degree in Business Administration, Office Management, Public Administration or related field.
• Preferably at least two years of relevant experience in administration, document control or coordination with government agencies.
• Strong organisational skills and attention to detail with ability to manage multiple documents and deadlines.
• Good written and verbal communication in Bahasa Malaysia and English.
• Proficiency in Microsoft Word, Excel, Outlook and electronic filing systems.

Responsibilities

• Coordinate and follow up on documents, submissions and official correspondence between the Company and relevant agencies.
• Maintain an up-to-date register of submissions, approvals, outstanding documents, deadlines and required follow-up actions.
• Check documents for completeness and proper formatting before submission, and coordinate corrections or supporting information.
• Monitor the status of ongoing matters and follow up with officers to support timely action and completion.
• Assist in preparing letters, reports, meeting minutes and progress updates as required.
• Organise and maintain accurate physical and electronic records, ensuring documents are filed, accessible and traceable.
• Coordinate meetings and document delivery, record decisions and action items, and follow up with responsible parties.
• Keep management informed of progress, delays and outstanding matters requiring attention or escalation.
• Handle official documents and sensitive information with confidentiality and care.
• Carry out other administrative and coordination duties as assigned.

Skills

Organisational skills

Attention to detail

Multitasking

Bilingual communication

Education

Diploma/Degree in Business Administration or related field

Tools

Microsoft Word

Excel

Outlook

Electronic filing

Job description

Coordinate and follow up on documents, submissions and official correspondence between the Company and relevant agencies.

Maintain an up-to-date register of submissions, approvals, outstanding documents, deadlines and required follow-up actions.

Check documents for completeness and proper formatting before submission, and coordinate any necessary corrections or supporting information.

Monitor the status of ongoing matters and follow up with the relevant officers to support timely action and completion.

Assist in preparing letters, reports, meeting minutes and progress updates as required.

Organise and maintain accurate physical and electronic records, ensuring documents are properly filed, accessible and traceable.

Coordinate meetings and document delivery, record decisions and action items, and follow up with the responsible parties.

Keep the management informed of progress, delays and outstanding matters requiring attention or escalation.

Handle official documents and sensitive information with confidentiality and care.

Carry out other administrative and coordination duties as assigned.

Job Requirements

Diploma or degree in Business Administration, Office Management, Public Administration or a related field.

Preferably at least two years of relevant experience in administration, document control or coordination with government agencies.

Strong organisational skills, attention to detail and the ability to manage multiple documents and deadlines.

Good written and verbal communication skills in Bahasa Malaysia and English.

Proficiency in Microsoft Word, Excel, Outlook and electronic filing systems.

Able to prepare professional correspondence, maintain tracking records and produce clear progress reports.

Proactive and persistent in following up on outstanding matters, with sound judgement on when to escalat e issues.

Able to work independently and maintain effective working relationships with internal teams and agency officers.

Professional, dependable and discreet when handling confidential information.

Familiarity with government administrative procedures, land matters or mineral-related documentation would be an advantage.