Office Administration Manager

Private Advertiser; Kuala Lumpur; On-site; MYR 80,000 - 120,000; Full time

Job summary

Private Advertiser in Kuala Lumpur seeks an experienced Office Manager to oversee daily operations, manage vendors, and coordinate facilities ensuring a productive work environment. You will handle travel arrangements for the CEO and CXO-level executives, including liaising with travel agents for local and international trips, and manage flights, accommodation, and full itineraries.

A Bachelor’s degree and 10+ years in similar roles are required, with strong English and Bahasa Malaysia

Qualifications

• Bachelor’s degree in Business Administration or related field.
• More than 10 years of experience in office management, executive support, or administrative roles.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office applications.
• High level of discretion, professionalism, and integrity.
• Strong spoken and written English skills.
• Working proficiency in spoken and written Bahasa Malaysia.

Responsibilities

• Oversee daily office operations to ensure a smooth and efficient working environment.
• Manage office supplies, vendors, and facility-related matters.
• Coordinate maintenance, repairs, and general office upkeep.
• Ensure compliance with company policies and administrative procedures.
• Travel Management: Coordinate travel arrangements for the CEO and CXO-level executives, including liaison with travel agents for local and international travel.
• Manage flights, accommodation, and full travel itineraries.
• Ensure cost-effective travel planning in line with company policies.
• Handle visa applications and travel documentation when required.
• Prepare detailed travel schedules and provide on-trip support when needed.
• General Administrative & Coordination Support: Organise meetings, conferences, and senior management events locally and overseas.
• Liaise with Building Management on tenancy agreements, office premises matters, and car park arrangements.
• Manage office facilities and services, including pantry supplies, cleaning, plumbing, electrical services, pest control, and other maintenance needs.
• Draft formal letters and correspondence to external stakeholders for operational and administrative matters.
• Support setup and basic troubleshooting of video conferencing equipment and office IT tools.
• Organise company events, meetings, and internal activities.
• Liaise with internal teams and external stakeholders as required.
• Maintain proper filing systems and documentation.
• Support ad-hoc administrative tasks as assigned.
• Executive Support: Provide executive support to the CEO on an ad-hoc basis, including calendar management, scheduling, and general administrative support.
• Prepare reports, presentations, and correspondence as required.
• Handle confidential information with a high level of discretion.

Skills

Office management

Executive support

Multitasking

Communication skills

Microsoft Office

English language

Bahasa Malaysia

Education

Bachelor’s degree in Business Administration or related field

Job description

Oversee daily office operations to ensure a smooth and efficient working environment.

Manage office supplies, vendors, and facility-related matters.

Coordinate maintenance, repairs, and general office upkeep.

Ensure compliance with company policies and administrative procedures.

Travel Management

Coordinate travel arrangements for the CEO and CXO-level executives, including close liaison with travel agents for both local and international travel.

Manage flights, accommodation, and full travel itineraries.

Ensure cost-effective travel planning in line with company policies.

Handle visa applications and travel documentation when required.

Prepare detailed travel schedules and provide on-trip support when needed.

General Administrative & Coordination Support

Organise key meetings, conferences, and senior management events locally and overseas.

Liaise with Building Management on tenancy agreements, office premises matters, and car park arrangements.

Manage office facilities and services, including pantry supplies, cleaning, plumbing, electrical services, pest control, and other maintenance needs.

Draft formal letters and correspondence to external stakeholders for operational and administrative matters.

Support setup and basic troubleshooting of video conferencing equipment and office IT tools.

Organise company events, meetings, and internal activities.

Liaise with internal teams and external stakeholders as required.

Maintain proper filing systems and documentation.

Support ad-hoc administrative tasks as assigned.

Executive Support

Provide executive support to the CEO on an ad-hoc basis, including calendar management, scheduling, and general administrative support.

Prepare reports, presentations, and correspondence as required.

Handle confidential information with a high level of discretion.

Job Requirements

Bachelor’s degree in Business Administration or related field.

More than 10 years of experience in office management, executive support, or administrative roles.

Strong organisational and multitasking skills.

Excellent communication and interpersonal skills.

Proficient in Microsoft Office applications.

High level of discretion, professionalism, and integrity.

Strong spoken and written English skills.

Working proficiency in spoken and written Bahasa Malaysia.