Administrative Officer

Sime Darby Property; Kuala Lumpur; On-site; MYR 36,000 - 48,000; Full time

Job summary

A leading company in Kuala Lumpur is seeking an Administrative Officer to provide essential support to the Head of Department. The role involves managing office operations, maintaining records, and ensuring compliance with company policies. The ideal candidate will have a diploma or degree in administration, along with relevant experience, and must be proficient in both English and Bahasa. This position offers an attractive remuneration package and various benefits.

Benefits

Attractive remuneration package

Performance bonus and yearly increment

Staff meals

Free parking and uniform

Medical coverage for dependents

Insurance (group term life and personal accident)

Additional EPF employer contributions

Leave entitlements including annual, medical, compassionate, and study leaves

Qualifications

• At least 3 years of relevant experience, preferably in hospitality or travel industries.
• Supportive, responsive attitude with a diplomatic telephone manner.

Responsibilities

• Support the HOD in office management and organize departmental meetings.
• Maintain departmental records and manage business licenses.
• Assist in preparing official reports and ensure adherence to company policies.

Skills

Computer literacy

Proficient in English

Proficient in Bahasa

Secretarial duties

Client contact

Education

Diploma or Degree in Administration

Job description

Job Purpose

Provide administrative support to the Head of Department (HOD). The Administrative Officer (AO) reports to the HOD and serves as the main administrative contact point for the department with other departments' AOs. The AO monitors staffing matters (leave, travel, expenses, appraisal, training, etc.), oversees daily administrative expenses and office activities, and ensures all processes comply with company policies and SOPs.

Job Responsibilities:

1. Support the HOD in office management, including maintaining the appointment diary and organizing departmental meetings, appraisals, and training processes using a time management system.
2. Prepare and update organization charts, liaise with HR on staff attendance, leave administration, staff information updates, travel arrangements, and follow up on HR matters.
3. Maintain departmental records, including standard letters, document templates, and vital company documents.
4. Manage and secure all necessary business licenses, permits, and approvals from issuing authorities.
5. Ensure availability of workstations, office supplies, and equipment such as computers, telephones, and photocopiers.
6. Maintain good housekeeping practices in the office area.
7. Implement effective filing systems for both hard and electronic files to keep organizational records current.
8. Handle all incoming communications, ensuring they are acknowledged, sorted, and routed promptly.
9. Distribute company circulars and information to department staff.
10. Oversee procurement and record-keeping for printing, stationery, and fixed assets like computers and laptops via capex requisitions.
11. Organize periodic departmental meetings, take minutes, and coordinate staff events such as gatherings.
12. Assist the HOD in preparing official reports, including monthly departmental reports and special projects.
13. Continuously seek improvements in office administration services.
14. Support the implementation of company policies, standards, and procedures related to administrative functions.
15. Assist in the implementation of various certifications undertaken by the Centre.
16. Ensure adherence to rules and regulations in the Employee Handbook and company policies concerning fire safety, hygiene, and health and safety, maintaining a risk-free work environment.
17. Attend relevant training sessions for AOs.
18. Provide courteous and professional service to visitors and employees, handling inquiries efficiently and reporting issues to the HOC if unresolved.
19. Maintain high standards of personal presentation and grooming, positively representing the company.

Requirements

1. Diploma or Degree in Administration or related discipline, or equivalent work experience and training.
2. At least 3 years of relevant experience, preferably in hospitality or travel industries.
3. Supportive, responsive attitude with a diplomatic telephone manner.
4. Proficient in English and Bahasa, both written and verbal.
5. Computer literacy with relevant certificates or proven experience.
6. Skills in secretarial duties, client contact, and office equipment handling.

Benefits

• Attractive remuneration package
• Performance bonus and yearly increment
• Staff meals
• Free parking and uniform
• Medical coverage for dependents (outpatient, dental, optical, maternity, hospitalization)
• Insurance (group term life and personal accident)
• Additional EPF employer contributions
• Leave entitlements including annual, medical, compassionate, and study leaves