Senior Executive, Administration

Capitaland Retail Malaysia Sdn Bhd; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

Capitaland Retail Malaysia Sdn Bhd is seeking a seasoned secretary to support the retail management team with scheduling, travel arrangements, and general administrative duties. The role requires meticulous document handling and strong English written and spoken skills.

You will prepare correspondences, record minutes, maintain confidentiality, coordinate with internal and external stakeholders, and assist in reports and board slides.

Qualifications

• Diploma/Advanced/Higher Diploma or Bachelor’s degree in Business Studies, Administration, Management, or equivalent.
• Minimum of 5 years’ experience in a related field.
• Excellent written and spoken English; ability to draft and edit letters, papers and reports.
• Proficient in Microsoft Excel and PowerPoint.

Responsibilities

• Schedule and arrange appointments for retail management team.
• Arrange travel including flights and accommodations.
• Perform general admin tasks: filing, photocopying, document retrieval.
• Prepare correspondences and memorandums with accuracy.
• Record minutes of meetings and handle confidential matters.
• Liaise with internal staff, clients, and external agencies on behalf of management.

Skills

English proficiency

Organizational skills

Communication skills

Professional writing

Education

Bachelor’s degree / Diploma in Business or related

Tools

Microsoft Excel

PowerPoint

Job description

Perform general secretarial works such as scheduling and arranging appointments and meetings for retail manegement team;

Make arrangements for company business travels such as travelling schedule, flight and accommodation booking, etc.;

Perform office and administrative tasks in support of the company including filing and retrieving documents, photocopying etc as and when required;

Prepare correspondences and memorandums with accuracy;

Able to record minutes of meetings and handling private and confidential matters;

Maintain strict confidentiality and interact professionally with all levels of management, staff and business associates;

Advise Managing Director, Retail Malaysia of impending work deadline for both internal and external commitments;

Liaise professionally and positively with internal employees, clients, governments agencies, suppliers and other external organization on behalf of Managing Director, Retail Malaysia;

Assist and filter incoming and outgoing communication for Managing Director, Retail Malaysia;

Provide support to superiors in other documentation works as and when required. Ensure proper documentation and safe keeping of department’s written materials;

Support the superiors in enforcing administrative procedures and ensure compliance by all parties;

Assist to ensure that the office inclusive of reception, meeting room and pantry area are clean and tidy at all times;

Support the superiors in coordinating, compiling and/or preparation of reports and board slides for submission on a quarterly basis;

Provide support to superiors in other documentation works as and when required. Ensure proper documentation and safe keeping of department’s written materials;

Develop and maintain close coordination and productive working relationship between the Administration Department and other key departments at mall level as well as HQ Office;

Responsible for administering the reimbursement through Petty Cash;

Responsible for processing of Purchase Order via system with any assigned entity;

Perform any other duties, which may be assigned or directed by the line of report from time to time.

REQUIREMENT:

Diploma, Advanced/Higher/Graduate Diploma, Bachelor’s Degree in Business Studies, Administration, Management, or equivalent;

Minimum of 5 years’ experience in the related field;

Good knowledge of principles and practices of office responsibilities and organization;

Powerful command in professional business written and spoken English and able to assist in drafting and editing of letters, approval papers and reports;

Computer literate with strong proficiency in Microsoft Excel and PowerPoint;

Systematic, well organized and accurate with details;

Demonstrate sound work ethics and maintain strict confidentiality in performing the duties;

Mature in personality and has excellent communication and analytical skills;

A team player with strong people management and follow-up abilities.

Self-driven and able to work under pressure with tight deadlines;

Flexible and result-oriented in approach;

Independent, tactful and possess high level of integrity;

Strong interpersonal skills and courteous with the ability to relate well with all levels of people;

Proven ability to be able to prioritize and manage multiple projects, as well as solve problems in a timely manner.

Commercial & Industrial Property Management 101-1,000 employees

Headquartered and listed in Singapore, CapitaLand Investment Limited (CLI) is a leading global real estate investment manager with a strong Asia foothold. As at 31 December 2022, CLI had S$132 billion of real estate assets under management, and S$88 billion of real estate funds under management held via six listed real estate investment trusts and business trusts - including CapitaLand Malaysia Trust, and more than 30 private vehicles across Asia Pacific, Europe and USA. Its diversified real estate asset classes cover retail, office, lodging, business parks, industrial, logistics and data centres.

CLI’s portfolio in Malaysia spans retail, office and logistics properties that are strategically located across three key urban centres. Most of CLI’s retail and office network in Malaysia are owned by CapitaLand Malaysia Trust - Gurney Plaza and a significant interest in Queensbay Mall in Penang, a majority interest in Sungei Wang Plaza in Kuala Lumpur, 3 Damansara and 3 Damansara Office Tower in Petaling Jaya, The Mines in Seri Kembangan and East Coast Mall in Kuantan. CLMT’s logistics park, Valdor Logistics Hub, is located in one of Penang’s key industrial hubs and is well-connected to the North South Highway and Penang Second Bridge. CLI is also the joint-owner of Melawati Mall in Taman Melawati.