Executive - Administration

GMG; Kuala Lumpur; On-site; MYR 30,000 - 50,000; Full time

Job summary

A leading corporate entity in Kuala Lumpur seeks an Office Administrator to manage daily administrative tasks, travel arrangements, and licensing liaisons. The candidate should possess a degree in Business Administration and have relevant experience in office administration. Responsibilities include handling correspondence, maintaining office supplies, and ensuring compliance with local authorities. Strong organizational skills and fluency in English are necessary. The position offers a dynamic environment within a reputed organization.

Qualifications

• Experience in office administration or corporate settings is advantageous.
• Knowledge of visa processes (Asia region) is a plus.
• Ability to handle confidential information responsibly.

Responsibilities

• Handle daily administrative tasks including e-filing and documentation.
• Manage incoming calls, emails, and general enquiries.
• Liaise with vendors and service providers.
• Arrange domestic and international travel for employees.
• Coordinate onboarding logistics and assist HR when required.

Skills

Strong organisational skills

Communication skills

Multitasking

Detail-oriented

Education

Diploma or Bachelor’s degree in Business Administration or related field

Tools

SAP

SuccessFactors

Coupa

Job description

Handle daily administrative tasks including e-filing, documentation, reports, and correspondence.

Manage incoming calls, emails, and general enquiries professionally.

Maintain office supplies, track inventory, and handle purchasing when needed.

Liaise with vendors, service providers, and building management for office matters.

Process and submit invoices to Finance in a timely and accurate manner.

Office Administration

• Handle daily administrative tasks including e-filing, documentation, reports, and correspondence.
• Manage incoming calls, emails, and general enquiries professionally.
• Maintain office supplies, track inventory, and handle purchasing when needed.
• Liaise with vendors, service providers, and building management for office matters.
• Process and submit invoices to Finance in a timely and accurate manner.

Licensing & Authority Liaison

• Manage applications, renewals, and submissions for premise licences and business licences.
• Liaise with local councils, government bodies, and relevant authorities on compliance matters.
• Monitor licence expiry dates and maintain proper documentation.
• Support licensing requirements

Travel Desk Management

• Arrange domestic and international travel for employees (flights, accommodation, transport, visas).
• Ensure travel bookings comply with company policy and budget guidelines.
• Maintain travel vendor contacts and negotiate for better corporate rates.
• Prepare travel itineraries and monthly travel reports.
• Handle urgent changes, cancellations, and last-minute travel needs.

Other Support Areas

• Coordinate onboarding logistics such as access cards and workspace setup.
• Assist HR with administrative tasks when required.
• Support ad-hoc assignments and special projects.

Requirements

• Diploma or Bachelor’s degree in Business Administration or related field.
• Experience in office administration, licensing, or general affairs within corporate settings is an advantage.
• Knowledge of visa processes (Asia region) is a plus.
• Familiarity with SAP, SuccessFactors, Coupa, or vendor systems is beneficial.
• Strong organisational and multitasking skills.
• Good communication skills with fluency in English.
• Detail-oriented, responsible, and able to handle confidential information.

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