Senior Administration

Intrinseque Health; Malacca City; On-site; MYR 78,000 - 123,000; Full time

Job summary

Intrinseque Health is seeking a Senior Administration professional to ensure seamless office operations and robust administrative support across the organisation. You will lead day-to-day activities, supervise staff, and optimise resources to uphold professional standards.

You will collaborate with senior management, manage vendors, oversee documentation, and ensure compliance with policies and health and safety guidelines while driving efficiency and excellence in administrative services.

Qualifications

• Minimum 2+ years of professional administrative experience.
• Experience in office management and overseeing administrative operations within a professional organisation.
• Strong leadership and team management capabilities.
• Exceptional organisational skills with ability to prioritise multiple tasks and deadlines.
• Advanced proficiency in Microsoft Office Suite and other office management software.
• Excellent written and verbal communication in English; additional languages advantageous.
• Professional telephone etiquette and customer service orientation.
• Knowledge of office management best practices and health and safety standards.
• Experience in budget management and vendor coordination is preferred.

Responsibilities

• Manage day-to-day office operations, scheduling, facilities coordination, and resource allocation
• Supervise administrative staff with guidance, training and performance management
• Maintain filing systems, databases and documentation per policies
• Coordinate maintenance, vendor relationships and facilities management
• Prepare administrative documents, reports and presentations for senior management
• Manage office supplies budget and procurement to optimise efficiency
• Organise meetings, events and travel arrangements
• Ensure compliance with company policies and health and safety standards
• Provide high-quality administrative support to executives and departments
• Develop administrative processes to enhance productivity

Skills

Leadership

Office management

Organisational skills

MS Office

Communication skills

Budget management

Vendor coordination

Attention to detail

Tools

Microsoft Office Suite

Job description

About the role

This is a strategic position that plays a crucial role in ensuring the smooth and efficient operation of our office facilities and administrative functions. As Senior Administration, you will be responsible for overseeing day-to-day administrative operations, managing office resources, and providing essential support to senior management and teams across the organisation. Your leadership and organisational expertise will be instrumental in maintaining the high standards of professionalism and efficiency that define our workplace.

Key responsibilities

• Manage and oversee day-to-day office operations, including scheduling, facilities coordination, and resource allocation
• Supervise and coordinate administrative staff, providing guidance, training and performance management as required
• Maintain comprehensive office filing systems, databases and documentation in accordance with company policies and legal requirements
• Coordinate office maintenance, vendor relationships, and facilities management to ensure a professional work environment
• Prepare and process administrative documentation, correspondence, reports and presentations for senior management
• Manage office supplies inventory, procurement and budgeting to optimise operational efficiency and cost-effectiveness
• Organise and coordinate meetings, conferences, events and travel arrangements for staff and external stakeholders
• Ensure compliance with company policies, procedures and relevant regulations across all administrative functions
• Provide high-quality administrative and secretarial support to executives and department heads
• Develop and implement administrative processes and systems to enhance productivity and streamline operations

What we're looking for

• Minimum 2+ years of professional administrative experience.
• Proven experience in office management and overseeing administrative operations within a professional organisation
• Strong leadership and team management capabilities, with the ability to supervise, motivate and develop administrative staff
• Exceptional organisational skills with demonstrated ability to prioritise multiple tasks and manage competing deadlines effectively
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software
• Excellent written and verbal communication skills in English; additional language skills are advantageous
• Professional telephone etiquette and strong customer service orientation when dealing with internal and external stakeholders
• Meticulous attention to detail and commitment to accuracy in all administrative documentation and record-keeping
• Ability to work independently and take initiative whilst maintaining strong collaborative relationships with colleagues
• Knowledge of office management best practices, compliance requirements and health and safety standards
• Experience in budget management and vendor coordination is preferred