Senior Executive – Administration

Eco-Shop Marketing Berhad; Petaling Jaya; On-site; MYR 50,000 - 70,000; Full time

Benefits offered by this job

Annual bonus

Outpatient coverage

Hospitalization insurance

Flexible hours

Engagement activities

Job summary

Eco-Shop Marketing Berhad in Malaysia is seeking an Admin/Facilities professional to run daily administrative operations, manage facilities and vendor coordination, and ensure cost-effective, compliant processes.

You will support management across departments, maintain records, and drive improvements through digital solutions. The role offers flexible hours and opportunities within a growing retail network.

Qualifications

• Diploma or degree in business/admin or facilities management.
• 2-3 years of relevant admin experience, preferably in corporate or retail.
• Good knowledge of office administration and vendor coordination.
• Strong communication, coordination and problem-solving skills.

Responsibilities

• Manage and coordinate day-to-day administrative activities and office operations.
• Ensure procedures, policies and SOPs are implemented and followed.
• Prepare reports, documents and correspondence.
• Maintain filing and records for admin matters.
• Support management in admin projects and ad-hoc assignments.
• Coordinate office and facility maintenance (AC, electrical, plumbing, cleaning).
• Monitor maintenance schedules and address issues promptly.
• Coordinate office renovation, relocation and improvement projects.
• Ensure workplace is safe, clean, functional and well maintained.
• Coordinate service providers and contractors; obtain quotations.
• Monitor vendor performance, pricing and contract compliance.
• Assist in preparing the department budget and monitor expenses.
• Identify cost-saving opportunities and implement digital solutions.

Skills

Office Administration

Facilities Management

Procurement

Budget Monitoring

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Process Improvement

Team Coordination

Education

Diploma/Degree in Business Administration or related field

Job description

• Run daily admin, facilities, office & vendor management to keep operations smooth and cost-effective.
• Join Eco-Shop Marketing Berhad to run admin for marketing operations.
• Drive efficiency and vendor strategy, deliver visible impact!

Manage and coordinate daily administrative operations, facilities, office services, vendor management, and administrative support activities to ensure smooth, efficient, and cost-effective operations in accordance with company policies and procedures.

Job Requirements

Key Responsibilities:

• Manage and coordinate day-to-day administrative activities and office operations.
• Ensure administrative procedures, policies, and SOPs are properly implemented and followed.
• Prepare reports, documentation, correspondence, and other administrative materials.
• Maintain proper filing, records, and documentation for administrative matters.
• Support management in administrative projects and ad-hoc assignments.
• Coordinate office and facility maintenance, including air-conditioning, electrical, plumbing, cleaning, security, and other related services.
• Monitor maintenance schedules and ensure issues are resolved within the required timeframe.
• Coordinate office renovation, relocation, refurbishment, and improvement projects.
• Ensure the workplace is safe, clean, functional, and well maintained.
• Coordinate and manage administrative service providers and contractors.
• Obtain quotations, evaluate proposals, and coordinate with Procurement for purchasing activities where required.
• Monitor vendor performance, service quality, pricing, and contract compliance.
• Maintain proper records of vendor agreements, quotations, contracts, and service reports.
• Assist in preparing and monitoring the department's administrative budget.
• Monitor administrative expenses and identify opportunities for cost savings.
• Review invoices and supporting documents before submission for payment.
• Provide administrative support to employees and various departments.
• Coordinate office supplies, stationery, equipment, access cards, uniforms, and other administrative requirements.
• Manage meeting rooms, office facilities, company events, and internal activities when required.
• Identify areas for improvement in administrative processes and workflows and introduce digital solutions and automation.
• Guide and support junior administrative staff in their daily duties.
• Support management and other departments on administrative projects and perform other duties as assigned.

Qualifications:

• Diploma/Degree in Business Administration, Management, Facilities Management, or a related field.
• 2-3 years of relevant administrative experience, preferably in a corporate or retail environment.
• Good knowledge of office administration, facilities management, and vendor coordination.
• Strong communication, coordination, and problem-solving skills.
• Good organizational and time-management skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Able to work independently and manage multiple tasks effectively.
• Good interpersonal skills and ability to work with different departments and external vendors.

Skills

Office Administration

Facilities Management

Procurement

Budget Monitoring

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Process Improvement

Team Coordination

Company Benefits

Paid once a year

Medical Reimbursement

Outpatient healthcare provided

Employee Insurance Benefits

Hospitalization and P.A insurance

Flexible Hours

Select time schedule from 8AM, 8.30AM or 9AM - Monday to Friday

Employee Engagement Activities

Celebrates all the joyous festivities, such as CNY, Hari Raya, Deepavali, Christmas, etc

Great opportunities where you can further enhance your experience and knowledge

At Eco Shop, our commitment to our customers is at the heart of everything we do. We pride ourselves on being one of the leading retail chain stores in Malaysia, and we continue to expand our reach with over 300 outlets located throughout the country. Our story began in 2003 when we were incorporated as Eco-Shop Marketing Berhad in Malaysia. Since then, we have established ourselves as a trusted brand known for...