Senior Admin Executive

X Stones Sdn Bhd; Masai; On-site; MYR 56,000 - 84,000; Full time

Benefits offered by this job

Medical benefits

EPF, SOCSO & EIS

Annual leave & statutory benefits

Team-building activities

Job summary

X Stones Sdn Bhd in Malaysia's Johor Masai area is seeking an experienced Administrative Manager to oversee daily office operations and coordinate cross‑department activities. The role focuses on maintaining documents, handling inquiries, and ensuring efficient processes in a fully on‑site environment.

The ideal candidate holds a Diploma or Bachelor’s Degree in Business Administration or related field, with at least five years of relevant experience, strong organisational skills, and proficiency

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Management or related discipline.
• Minimum 5 years of relevant administrative or office management experience.
• Strong organisational, documentation and coordination skills.
• Proficient in Microsoft Office, particularly Excel, Word and etc.
• Good command of English, Mandarin and Bahasa Malaysia, both written and spoken.
• Able to communicate professionally with customers, suppliers and internal departments.
• Must be able to work fully on-site at our office during regular working hours.

Responsibilities

• Manage and coordinate daily administrative and office operations.
• Prepare, organise and maintain company documents, records, correspondence and filing systems.
• Handle incoming enquiries, emails, calls and general administrative correspondence professionally.
• Prepare and process administrative documents such as quotations, purchase orders, delivery orders and other supporting documents when required.
• Coordinate with sales, accounts, marketing, and other departments to ensure smooth daily operations.
• Follow up with suppliers, customers and external parties on documentation, deliveries and administrative matters.
• Maintain proper records of contracts, agreements, licences, permits and other company-related documentation.
• Monitor office supplies, equipment and general administrative requirements.
• Coordinate meetings, appointments, company activities, travel arrangements and other internal schedules when required.
• Assist in maintaining employee administrative records, attendance, leave documentation and other HR-related administrative matters.
• Support management in preparing reports, documents, presentations and internal records.
• Ensure confidential company information and documentation are handled appropriately.
• Identify administrative issues and follow up proactively to ensure tasks are completed within the required timeline.
• Assist with any other ad-hoc duties or assignments assigned by management.

Skills

Time management

Communication

Multitasking

Independent working

Attention to detail

Multilingual communication

Education

Diploma or Bachelor's Degree in Business Administration / Management

Tools

Microsoft Office

Excel

Word

Job description

Job Responsibilities

• Manage and coordinate daily administrative and office operations.
• Prepare, organise and maintain company documents, records, correspondence and filing systems.
• Handle incoming enquiries, emails, calls and general administrative correspondence professionally.
• Prepare and process administrative documents such as quotations, purchase orders, delivery orders and other supporting documents when required.
• Coordinate with sales, accounts, marketing, and other departments to ensure smooth daily operations.
• Follow up with suppliers, customers and external parties on documentation, deliveries and administrative matters.
• Maintain proper records of contracts, agreements, licences, permits and other company-related documentation.
• Monitor office supplies, equipment and general administrative requirements.
• Coordinate meetings, appointments, company activities, travel arrangements and other internal schedules when required.
• Assist in maintaining employee administrative records, attendance, leave documentation and other HR-related administrative matters.
• Support management in preparing reports, documents, presentations and internal records.
• Ensure confidential company information and documentation are handled appropriately.
• Identify administrative issues and follow up proactively to ensure tasks are completed within the required timeline.
• Assist with any other ad-hoc duties or assignments assigned by management.

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Management or a related discipline.
• Minimum 5 years of relevant administrative or office management experience.
• Strong organisational, documentation and coordination skills.
• Proficient in Microsoft Office, particularly Excel, Word and etc.
• Good command of English, Mandarin and Bahasa Malaysia, both written and spoken.
• Able to communicate professionally with customers, suppliers and internal departments.
• Strong attention to detail with the ability to manage multiple tasks and priorities simultaneously.
• Able to work independently with minimal supervision and follow through on assigned responsibilities.
• Responsible, proactive, resourceful, and able to solve day-to-day administrative issues efficiently.
• Good interpersonal and communication skills with a professional working attitude.
• Must be able to work fully on-site at our office during regular working hours.

What We Offer

• Medical benefits
• EPF, SOCSO & EIS
• Annual leave & statutory benefits
• Young, collaborative and supportive working environment
• Company trips & team-building activities