Senior Admin Executive

Givaudan; Malacca City; On-site; MYR 200,000 - 250,000; Full time

Job summary

A global leader in food and fragrance based in Malacca is looking for a Senior Admin Executive. In this role, you will manage various administrative tasks ensuring efficient operations, including office maintenance, travel arrangements, and records management. Candidates should possess at least a Bachelor's degree and 5 years’ experience in an administrative role. Proficiency in ERP systems and MS Office, along with strong communication skills, is essential. The position offers a dynamic work environment and attractive benefits.

Benefits

Attractive package with benefits

Excellent opportunities for learning

Comprehensive healthcare and retirement plan

Qualifications

• Minimum 5 years of experience in an administrative or office support role.
• Prior experience in MNC manufacturing companies is ideal.
• Fluency in English and the local language.

Responsibilities

• Perform complex administrative duties ensuring efficient office operation.
• Manage office supplies and equipment servicing.
• Coordinate travel arrangements for employees and visitors.

Skills

Strong computer literacy

Effective communication

Proactive

Time management

Problem-solving

Multitasking

Education

Bachelor's Degree in Business Administration

Tools

MS Office applications

ERP systems

Job description

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with our customers, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions. There’s much to learn and many to learn from, with more than 16,000 employees around the world to explore ideas and ambitions with.

Feel empowered in our modern Malaysian sites. Be part of an international community made up of 250 colleagues from 14 different nationalities, where collaboration and friendship meets excellence. Every day, your passion, your creativity, and your growth will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature.

Senior Admin Executive - Your future position?

As the Senior Admin Executive, you will perform complex and critical administrative duties to ensure the efficient operation of the office and business unit, providing support to personnel in line with company policies and local requirements. In this role, you will report to the Head of Operations, with a dotted line to the Finance Manager, and will be based in Ayer Keroh, Melaka.

Sounds interesting? In this exciting role you also will be responsible in:

• Maintain a clean, organized, and efficient office environment, including pantry upkeep and inventory management.
• Manage office supplies, equipment servicing, and storage management (e.g., maintenance, laundry, document storage room).
• Liaise with landscaping and gardening vendors to maintain outdoor spaces.
• Support meetings, training sessions, and visits—handle scheduling of venues, food preparation, logistics, and minute-taking as needed.
• Coordinate travel arrangements and accommodation for employees and visitors in collaboration with Group Travel team and external parties (e.g. hotels).
• Manage access control systems (cards, fingerprint registration) and staff compliance (typhoid vaccination, food handler certification).
• Handle incoming calls, messages, and general inquiries professionally.
• Prepare documents, data, and reports for internal and external audits; manage business licenses, renewals, and filings with authorities.
• Coordinate with the Corporate Secretary for filing documents with regulatory bodies (e.g., SSM).
• Perform general administrative and ad hoc tasks as assigned by management.

You?

Are you someone who wants to grow and shape your own world? Who needs a new challenge and bring excellent contribution to the company? Then come and join us - and impact your world.

Your professional profile includes:

• Bachelor's Degree in Business Administration, Facilities Management, General Services or a related field.
• Minimum 5 years of experience in an administrative or office support role.
• Prior experience working in MNC manufacturing companies within a factory environment is ideal.
• Strong computer literacy, including ERP systems and MS Office applications.
• Additional secreterial experience would be good-to-have.
• Proactive, with excellent time management and organizational skills.
• Effective communication and interpersonal abilities.
• Independent, with strong problem-solving and multitasking skills.
• Proficient in English and fluency in the local language.
• Attractive package with benefits
• Excellent opportunities for progressive learning and development
• A creative team environment that will inspire you
• Comprehensive healthcare and retirement plan

#LI-Onsite

#LI-Y

At Givaudan, you contribute to delightful taste and scent experiences that touch people’s lives.

You work within an inspiring teamwork culture – where you can thrive, collaborate and learn from other talented and passionate people across disciplines, regions and divisions.

Every essence of you enriches our world.

Diversity drives innovation and creates closer connections with our employees, customers and partners.

Givaudan embraces diversity and is committed to building an inclusive environment where everyone impacts our world.