Senior Executive - Administration (Information Technology)

Hartalega; Petaling Jaya; Vor Ort; MYR 40.000 - 70.000; Vollzeit

Zusammenfassung

Hartalega in Malaysia seeks an IT Administration professional to provide comprehensive administrative, budgeting and operations support across the IT department. You will organize records, manage supplier relations, and assist in planning IT events and townhalls, ensuring processes run smoothly.

The role requires a Diploma in IT with at least five years' experience, strong MS Office skills, and a proactive mindset to improve productivity.

Qualifikationen

• Diploma in Information Technology or related field.
• Minimum 5 years of similar experience.
• Proficient MS Office applications.

Aufgaben

• Provide IT administrative support to ensure department operations run smoothly.
• Organize filing, records, and confidential documents securely.
• Manage superior diaries, meetings and appointments.
• Liaise with legal team for document review.
• Oversee software license management and reporting.
• Administer budgeting, expenses, and dashboards for KPIs.
• Coordinate office supplies, vendor liaison, and cost control.

Kenntnisse

IT administration

Budget management

Record keeping

Diary management

Vendor liaison

Ausbildung

Diploma in Information Technology

Tools

MS Word

MS Excel

PowerPoint

Jobbeschreibung

• Provide IT related administrative, management and operations support.
• Perform a variety of IT related administrative tasks to help keep department run smoothly.
• To organize and maintain proper filing and records, handle confidential documents ensuring they remain secure.
• Managing superior diaries and organising meetings and appointments.
• Liaise with appointed legal team for legal documents review.
• Liaising with staff, suppliers, and cross department team.
• Collating and filing expenses. Organize and maintain records, filing, IT townhall, IT event, external program and etc
• Responsible for office related of the purchasing and/or inventory functions Monitor spare part life cycle and aging trends, recommend inventory optimization strategies.
• Handling external and internal communication and correspondence when required.

Budget Management and Control

• To manage annual budget planning and budget control processes and expenses record.
• To support process improvement in areas related to budgeting and expenses management.
• To monitor and track variances and provide recommendation for cost optimization
• To coordinate with IT Managers for PR preparation and IT Expenses record
• Develop and maintain the software license management procedures and policies.
• Prepare report in a timely manner.

Software License Management:

• To manage every type of software license such as OEM, trial, concurrent, individual, volume, enterprise, node locked, free, named user, and CAL licenses, etc
• To keep notifying if some license is about to expire or to support license agreements.
• Provides expertise in software licensing and will act as the central point of knowledge and management of software licences within IT department.
• Responsible for maintaining relationships with third party suppliers and the related IT Operation team.
• Develop and maintain the software license management procedures and policies.
• Prepare report in a timely manner.

Administration and Manpower Planning

• Ordering office supplies and replacements, as well as managing courier services, office utilities bills and petty cash.
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Excel in IT administration duties with keen eye to improve productivity and procedure. Able to guide and lead in maintaining/improving documentation, tracking.
• Support workforce planning, resources allocation, organization design
• Maintain accurate records for staffing and capacity planning
• Collect, validate, and analyze operational data (budget, headcount, spare part aging, resource utilization, SLA, etc).
• Prepare dashboards and reports for KPIs and operational performance.

REQUIREMENTS

• Minimum in Diploma in Information Technology, Secretary, Business Admin, Administrative Management, or any other fields deemed applicable.
• Minimum 5 years of working experience with similar roles and responsibilities preferred.
• Extensive experience in using office software such as MS Word, Excel, PowerPoint and other tools.