Administrative Executive

Skrine; Selangor; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Operations and Administration Coordinator. In this dynamic role, you will report directly to the Ops & Admin Manager, ensuring smooth office management and administrative support. You'll liaise with various stakeholders, manage vendor relationships, and organize essential functions, all while maintaining confidentiality and professionalism. This position offers an opportunity to thrive in a collaborative environment, where your contributions will enhance operational efficiency and team synergy. If you are organized and proactive, this role is perfect for you.

Qualifications

• Strong organizational skills with experience in administrative support.
• Ability to manage vendor relationships and coordinate office supplies.

Responsibilities

• Coordinate with vendors and manage office supplies for effective operations.
• Prepare reports and handle sensitive information with confidentiality.

Skills

Administrative Support

Vendor Management

Communication Skills

Organizational Skills

Report Preparation

Education

Bachelor's Degree in Business Administration

Job description

Responsibilities

1. Report to the Ops & Admin Manager on all matters related to Operations and Administration, seeking approval prior to implementation.
2. Process records and forms, requisition office supplies, and perform administrative support duties for effective office management.
3. Liaise with the Bar Council, KL Bar, and insurers regarding Lawyers’ Practice Certificate applications, membership fee payments, potential claim notifications, etc.
4. Coordinate with hotels and travel agents to secure corporate rates.
5. Maintain strong vendor relationships and keep pricing data up-to-date to ensure the best prices for supplies and services.
6. Communicate with suppliers and vendors regarding order deliveries, payments, and office maintenance and repairs.
7. Coordinate with Building Management on parking arrangements, maintenance, repairs, and security issues.
8. Prepare audit verifications, due diligence memos, compile reports, and draft letters for auditors and clients.
9. Organize meetings and functions, including arrangements for meals or refreshments as needed.
10. Work collaboratively within the team and foster good working relationships within the department.
11. Review monthly claims and reports before submitting them to the Ops & Admin Manager for approval.
12. Prepare and submit monthly reports within set deadlines.
13. Continuously improve and maintain an efficient filing system for record updating, filing, and prompt retrieval.
14. Handle requests, feedback, and queries promptly and professionally.
15. Manage sensitive information with confidentiality.
16. Perform additional duties as assigned by EXCO, COO, and the Ops & Admin Manager.