Senior Executive, IT Administrator

Apex Equity Holdings Berhad; Selangor; On-site; MYR 50,000 - 73,000; Full time

Job summary

Apex Equity Holdings Berhad in Malaysia is seeking an experienced IT Procurement and Administration specialist to manage invoicing, vendor coordination and contract renewals. The role emphasizes accuracy, process discipline and cross‑functional collaboration with Finance, IT and Procurement.

You will maintain central records of invoices, track payments and support governance with documentation, audits and compliance across the GDT functions. Prior IT admin exposure is preferred.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Finance, Accounting, IT Management, or a related field.
• 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.

Responsibilities

• Maintain a central record of all IT-related invoices, billings, recurring charges and payments.
• Review and verify invoices against quotations, contracts, POs, GPOs and agreed terms before submission for payment.
• Coordinate invoice submission and payment processing with Finance, ensuring required supporting documents are complete.
• Track payment status and follow up on outstanding or overdue payments until settled.
• Liaise with vendors to resolve invoice discrepancies, missing documents and credit notes.
• Maintain visibility of recurring payments such as software subscriptions, cloud services and maintenance.

Skills

MS Excel

Vendor coordination

Time management

Communication

Education

Diploma or Bachelor's degree in Business/Finance/IT

Tools

MS Office

SharePoint

Job description

Billing Invoice and Payment Administration

• 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.
• Liaise with vendors to resolve invoice discrepancies, incorrect billing, missing supporting documents and credit notes.
• Maintain visibility of recurring payments such as software subscriptions, cloud services, telecommunications, maintenance and support services.
• Provide management with periodic visibility of outstanding invoices and payment commitments.

GPO and Procurement Administration

• Prepare, coordinate and track GPOs, purchase requisitions and supporting procurement documentation for GDT.
• Obtain quotations and the required commercial documentation from vendors, and ensure requests are complete before submission.
• Coordinate the required internal approvals in accordance with the Group’s procurement and approval processes.
• Track each request from initiation through approval, GPO/PO issuance, delivery, invoicing and payment.
• Follow up with Procurement, Finance, vendors and internal requestors to prevent unnecessary delays.
• Maintain complete procurement records for audit and future reference.

Vendor Administration and Coordination

• Act as the central administrative contact between GDT and technology vendors.
• Maintain an updated vendor register covering vendor details, key contacts, services provided and relevant commercial information.
• Coordinate quotation requests, vendor documentation, meetings and administrative follow-ups.
• Support vendor onboarding, registration and documentation requirements.
• Track outstanding vendor actions and deliverables, and follow up proactively before matters escal…
• Coordinate vendor access and other administrative requirements with the relevant internal teams.

Contract, License and Subscription Management

• Maintain a central register of GDT contracts, agreements, software licences, subscriptions, maintenance contracts and support arrangements.
• Record contract start dates, expiry dates, renewal dates, notice periods, values and responsible GDT owners.
• Monitor upcoming expiries and notify the responsible GDT owner sufficiently in advance to decide whether to renew, renegotiate, replace or terminate.
• Obtain renewal quotations and supporting documentation from vendors, and coordinate the administrative process for approved renewals.
• Maintain proper copies and version control of contracts, agreements and commercial documents.
• Track subscriptions to reduce missed renewals, duplicate subscriptions and unnecessary expenditure.

IT Budget and Expenditure Tracking

• Maintain GDT’s expenditure, commitment and forecast trackers.
• Track approved budget, actual expenditure, committed expenditure and forecast expenditure where required.
• Reconcile expenditure records with Finance information and maintain visibility of recurring operating expenses.
• Assist management during annual budgeting and forecasting by consolidating quotations, historical expenditure and renewal information.
• Highlight unusual expenditure, upcoming commitments or potential budget issues to management.
• Support cost optimisation exercises by providing accurate expenditure and vendor information.

IT Asset and Inventory Administration

• Support the maintenance of IT asset and inventory records.
• Coordinate the administrative documentation relating to procurement, assignment, transfer, return and disposal of IT assets.
• Maintain supporting records such as invoices, purchase orders, asset information and warranty details.
• Assist with periodic reconciliation of IT asset records together with the responsible technical owners.
• Support audit requests relating to IT equipment and asset documentation.

GDT Documentation and Records Management

• Establish and maintain organised GDT administrative records, registers, trackers and documentation.
• Maintain folder structures, naming conventions and document version control so that quotations, purchase documents, contracts, invoices and approvals can be retrieved when required.
• Ensure important administrative documents are stored in departmental repositories rather than solely in individual email accounts or personal folders.
• Maintain departmental templates and support the documentation required for management reporting, audits, regulatory reviews and governance purposes.

Audit, Compliance and Governance Support

• Compile supporting documents requested by Internal Audit, External Audit, Risk, Compliance or regulators.
• Coordinate supporting evidence with the relevant GDT technical owners and follow up on outstanding documentation.
• Track administrative action items arising from audits or reviews through to closure.
• Maintain records of procurement approvals, contracts, invoices and other evidence so that information submitted is organised and traceable.
• Note: the role provides the administrative coordination required to support the responsible GDT technical owner; it does not own technical audit responses.

GDT Department Administration

• Provide general administrative support to the Group CTO and GDT management.
• Coordinate meetings with vendors and internal stakeholders, maintain meeting records and follow up agreed administrative actions.
• Maintain key GDT calendars for renewals, contracts, subscriptions and recurring activities.
• Assist with the preparation and consolidation of departmental reports and information.
• Coordinate administrative requirements for new joiners, staff transfers and staff exits with HR and the relevant GDT teams.
• Support departmental events, meetings, training and other GDT activities, and handle confidential departmental and commercial information appropriately.

Tracking, Follow – Up and Continuous Improvement

• Maintain clear trackers showing what is outstanding, who owns the next action and when it is due.
• Follow up proactively without requiring repeated instruction, and scale matters that are delayed or require management intervention.
• Close the loop once an activity is completed and provide management with clear status information when requested.
• Identify and implement improvements to GDT’s administrative processes, trackers, documentation and controls

Job Requirements

• 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