Receptionist & Administrative Executive

EMS Language Centre; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

EMS Language Centre in Kuala Lumpur is seeking an Administration Executive to handle frontline inquiries, greet visitors, and support daily office operations. You will prepare essential documents such as attendance letters and letters of acceptance, manage mail, and ensure records are up-to-date.

Experience with MS Office and invoicing is desirable. We value professional communication, accuracy in data handling, and ability to assist with recruitment and class attendance coordination for visa

Qualifications

• Experience supporting general administration and frontline duties.
• Proficient in MS Office and data entry with accuracy.
• Able to assist with recruitment and document preparation.

Responsibilities

• Answer general phone inquiries in a professional and courteous manner.
• Filter and direct phone inquiries to appropriate staff.
• Greet students, suppliers and visitors professionally.
• Prepare documents (attendance lists, letters, verifications) using MS Office.
• Sort mail and manage courier parcels.
• Forward voicemails to relevant staff.
• Maintain office supplies and stock levels.
• Prepare release letters, attendance reports, certs and ensure system accuracy.
• Coordinate attendance for classes and visa-related records.
• Assist with recruitment when candidates arrive at the centre.
• Prepare invoices and official receipts using computer software.

Skills

Customer service

Communication

MS Office

Data entry

Invoicing

Recruitment support

Administration

Tools

Microsoft Excel

Job description

Answer general phone inquiries using a professional & courteous manner

Filter and direct phone inquiries to the appropriate staff members

Reply to general information requests with accurate information

Greet students/suppliers/visitors to the organization in a professional & friendly manner

Use computer word processing, spreadsheet, & database software to prepare documents (eg: students' attendance list offer letter, letter of acceptance, student verification letter)

Sort incoming mail, mail, and courier parcels

Forward voice mail from the general mailbox to the appropriate staff member

Purchase, receive & store the office supplies ensuring that basic supplies are always available

Prepare all Release letters/attendance reports / all certs & safe in the system

Prepare the signature attendance for each class for visa students & pass it to the Academic Coordinator after midterm 3rd week of the month.

Filling out all the student letters

Every month prepare the attendance for the Morning/afternoon level

Maintenance of the student capacity & class capacity

Arrange new student according to their country

Make sure all students tally in each month with the same group

Arrange & Change some specific students to different groups (under manager approval)

Update the Downgraded student in attendance (under academic approval)

Update the Upgraded student in attendance (under academic approval)

Update the student renewal month in attendance (under finance manager approval)

Upgrade the student cancelation month in attendance

Update the freeze student & remove them on time

Provide secretarial & administrative support to management & other staff

Make travel, meeting, events & other arrangements for staff & students

Coordinate the maintenance of office equipment

Making sure documents & files are up to date. Refill any forms at the counter so it will not finish.

Assist with recruitment candidates when arrive at the centre.

Use computer software to prepare invoices, official receipts, etc

Arabic speaker is an added advantage

Unlock job insights

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How would you rate your English language skills?
• Which of the following types of qualifications do you have?
• Which of the following languages are you fluent in?
• How many years’ experience do you have as an Administration Executive?
• Which of the following Microsoft Office products are you experienced with?
• Do you have customer service experience?

What can I earn as an Administration Executive