Manager - General Administration

Bank of China; Kuala Lumpur; On-site; MYR 80,000 - 100,000; Full time

Job summary

A leading financial institution in Kuala Lumpur is seeking an experienced administrative professional. The role involves supporting smooth operations, managing inventory, supervising drivers, and coordinating office events. Candidates should have at least 5 years of administrative experience, preferably in banking. A Bachelor's Degree in Administration or related field is required. The ability to communicate effectively and possess excellent organizational skills is essential. This position offers a dynamic work environment with opportunities for project management.

Qualifications

• At least 5 years of administration experience with experience in supervising drivers.
• Preferably experience in the banking industry with project management skills.

Responsibilities

• Assist with administration support to ensure smooth operations.
• Manage company car records and maintenance.
• Handle payment management for admin-related invoices.
• Coordinate office inventory and subscriptions.
• Assist in managing events and ESG activities.

Skills

Administrative support

Supervision of drivers

Communication skills

Budgeting

Problem-solving skills

Education

Bachelor's Degree in Administration or related field

Job description

Bank of China – Kuala Lumpur, Kuala Lumpur

Responsible for assisting the availability of efficient and effective support services to allow the other operations to function properly and meet internal customers’ expectations in a seamless and efficient manner in accordance to the approved guidelines, policies & procedures of the Bank, including all branches.

Key Responsibilities

Management of Administration Services

• Effectively communicate and provide administration support to all Bank staff, including branches.
• Execute day to day operations and continuously look for ways to improve processes and procedures, in order to achieve customers’ satisfaction, cost optimization and turnaround time.

Office Building Management

• Assist to monitor, manage and record of OSK parking card record from time to time.

Hostel Management (Bank owned/ Lease)

• Act as contact point for staff hostel request, manage and arrange staff move‑in/ move‑out matters including but not limited to 宿舍人物品， hostel access card, lift access card, parking card, and hostel fixed asset management (purchase / tagging / repair & maintenance, disposal / write‑off).

Inventory Management

• Monitor and arrange inventory of office stationary, pantry and toilet paper supplies.

Admin Vendor Management

• Assist to liaise, arrange, and manage Admin‑related vendors including but not limited to car rental, recycle, multifunctional photocopier, courier, telco, cleaning, travel agent, hotel panel, landscape, petrol, Touch n Go, TNB, etc.

Non‑IT Fixed Asset Management

• Assist in monitoring, managing, recording, tagging, keep tracking and maintenance, repair of non‑IT fixed asset from time to time, including disposal and reconciliation.

Company Car Management

• Assist to ensure company cars are well maintained at all time and manage the vehicle usage record on a timely basis. Assist in procurement and disposal of company car as and when required.

Office Subscriptions

• Coordinate newspapers or magazines subscription from BOC group or third party service providers as and when required.

Payment Management

• Assist to prepare and administer of Admin‑related payments for corporate invoices from receiving of invoices to payment to ensure all payments are processed in accordance to internal procedures / guidelines / practices, within the set timeline and with no disruption to critical services at the Bank.

Office Documents Management

• Assist in managing Admin‑related records/ documents for ease of reference and ensure admin‑related information are recorded in a uniform manner.

Company Event Management

• Assist to plan, arrange and manage of Bank’s events or activities e.g. annual dinner, team building, exhibition, etc.

ESG Matters

• Manage, plan, and record of ESG related activities, including attend internal discussion as and when required.

Administration Procedures, guidelines & Policy

• Monitor and ensure administrative & operations adhere to internal policies, processes, and procedures.
• Perform other duties and / or ad‑hoc project as assigned by the superiors from time to time.

Agreement / License / Statutory Payment

• Assist in renewal of business‑related licenses and payment from time to time.
• Act as an administer and assist in managing, monitoring of admin, building, and tenancy‑related agreement, including renewal and selection of vendors.

People Management & Cost Management

• Assist to monitors, evaluates, and coaches performance of drivers.
• Assist to provide budget information and assist in forecasting requirements as and when necessary.
• Assist in controlling and monitoring budget for administration operations or projects.
• Assist to coordinate, reconcile statement of accounts of administration services and review of operational cost from time to time for cost cutting targets.

Project & Procurement Management

• Assist in administration related projects as and when required.
• Assist in planning to support execution of tests and rollouts of projects/ enhancements.

Requirements & Skills

At least 5 years of administration experience with driver supervising experience. Preferably in banking industry with some project management experience.

Qualification: Bachelor’s Degree in Administration/ Business Management/ Accounting/ others related qualification and background. Relevant/ adequate experience will be considered.

Competency and Skills

• Knowledgeable in travel and accommodation practices
• Knowledgeable in the types of office equipment and suppliers available in the market
• Solid understanding of budgeting and statistical data analysis.
• Excellent communication and interpersonal skills.
• Outstanding organizational and problem solving skills.
• Committed and reliable.
• Strong sense of responsibility and urgency.