Senior Executive, IT Administrator

Apex Equity Holdings Berhad; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Benefits offered by this job

Annual performance bonus

Medical & insurance coverage

20 days annual leave

Training & development

Exposure to governance practices

Work with Senior Management and Board

Collaborative workplace culture

Job summary

Apex Equity Holdings Berhad's Jora Malaysia team is looking for a capable administrator to manage day-to-day IT administration, procurement and vendor coordination for Group Digital Technology (GDT), ensuring invoices, contracts, licences and subscriptions are accurately processed and recorded.

The role acts as the central coordination point, following up with vendors and internal stakeholders, and providing management with clear visibility of outstanding actions, expenditure and upcoming

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Business Studies, Finance, Accounting, IT Management or a related discipline.
• Minimum 3 years' experience in admin, coordination, procurement or finance-support; 5 years preferred.
• Experience supporting IT, Procurement, Finance, PMO or corporate administration functions.
• Practical exposure to invoices, quotations, POs/GPOs, vendor coordination, contracts and expenditure tracking.
• Strong MS Excel skills; proficient in Word, Outlook, PowerPoint and Teams/SharePoint.
• Able to read quotations, invoices, POs and basic commercial terms.
• Working knowledge of IT terminology - hardware, software licensing, subscriptions, cloud services, maintenance.

Responsibilities

• Maintain a central record of all IT invoices, billings, recurring charges and payments.
• Review invoices against quotations, contracts, purchase orders, GPOs and terms before submission for payment.
• Coordinate invoice submission and payment processing with Finance.
• Track payment status and follow up on outstanding or overdue payments.
• Prepare, coordinate and track GPOs, purchase requisitions and supporting procurement documentation.
• Maintain a vendor register with vendor details, contacts, services and commercial information.
• Maintain a central register of GDT contracts, licences, subscriptions and maintenance agreements.
• Monitor expiries and advise on renewal, renegotiation, replacement or termination.
• Maintain expenditure, commitment and forecast trackers and reconcile with Finance.
• Establish and maintain organised GDT administrative records and documentation.

Skills

MS Excel skills

Vendor coordination

Organisational skills

Ownership & follow-through

Attention to detail

Communication

Education

Diploma or Bachelor's Degree in related discipline

Tools

Word

Outlook

PowerPoint

Teams/SharePoint

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Annual performance bonus (subject to company and individual performance)

Medical and insurance coverage

20 days of annual leave entitlement

Training and professional development opportunities

Exposure to corporate governance practices within a Public Listed Company environment

Opportunity to work closely with Senior Management and Board members

Professional and collaborative workplace culture

About the role

To manage the day-to-day administrative, financial, procurement and vendor coordination activities of Group Digital Technology (GDT), ensuring that IT purchases, invoices, GPOs, contracts, licences, subscriptions, renewals, documentation and departmental records are accurately processed, properly recorded and followed through to completion. To act as the central administrative coordination point for GDT by taking ownership of assigned matters, following up proactively with vendors and internal stakeholders, and providing management with clear visibility of outstanding actions, expenditure, commitments and upcoming obligations.

What You’ll Be Doing

Maintain a central record of all IT-related invoices, billings, recurring charges and payments

Review and verify invoices against quotations, contracts, purchase orders, GPOs and agreed commercial terms before submission for payment

Coordinate invoice submission and payment processing with Finance, ensuring the required supporting documents are complete

Track payment status and follow up proactively on outstanding or overdue payments until they are settled

Prepare, coordinate and track GPOs, purchase requisitions and supporting procurement documentation for GDT

Maintain an updated vendor register covering vendor details, key contacts, services provided and relevant commercial information

Maintain a central register of GDT contracts, agreements, software licences, subscriptions, maintenance contracts and support arrangements

Monitor upcoming expiries and notify the responsible GDT owner sufficiently in advance to decide whether to renew, renegotiate, replace or terminate

Maintain GDT's expenditure, commitment and forecast trackers and reconcile expenditure records with Finance information

Establish and maintain organised GDT administrative records, registers, trackers and documentation

Diploma or Bachelor's Degree in Business Administration, Business Studies, Finance, Accounting, IT Management or a related discipline, or strong and directly relevant administrative experience

Minimum 3 years' experience in an administrative, coordination, procurement or finance-support role; 5 years preferred

Prior experience supporting an IT department, Procurement function, Finance function, PMO or corporate administration function

Practical exposure to invoices, quotations, purchase orders / GPOs, vendor coordination, contracts, renewals and expenditure tracking

Strong MS Excel skills (trackers, filters, sorting, pivot tables and basic formulas); competent in Word, Outlook, PowerPoint and Teams / SharePoint

Able to read and interpret quotations, invoices, purchase orders and basic commercial and contractual terms

Working knowledge of common IT terminology - hardware, software licensing, subscriptions, cloud services, telecommunications and maintenance / support contracts

Strong ownership, follow-through and persistence in following up with vendors and internal stakeholders

Highly organised and accurate, able to manage multiple deadlines, renewals and administrative activities simultaneously

High level of integrity and discretion when handling confidential financial, commercial, employee and technology-related information