Sr. Admin Executive

MAXION HOLDINGS SDN. BHD.; Tebrau; On-site; MYR 33,000 - 56,000; Full time

Benefits offered by this job

Medical claim

Insurance

Bonus

Salary increment

Birthday voucher

Five working days (Mon-Fri) 9am–6pm

Location: Taman Daya, Johor Bahru

Job summary

MAXION HOLDINGS SDN. BHD. is seeking an experienced administrator to coordinate licensing, tenancy administration and general office support across Head Office and multiple outlets in Johor Bahru.

You will maintain trackers, liaise with authorities and vendors, and prepare required documents for renewals and applications. The role requires a Diploma or Degree in Business Administration or related field, with 5–7 years of relevant experience.

Qualifications

• Diploma or Degree in Business Administration, Management or a related discipline.
• Preferably 5 –7 years of relevant administrative experience.
• Experience in licensing, tenancy administration, property administration or multi-outlet operations will be an advantage.
• Experience dealing with government authorities, local councils, landlords or property agents is an added advantage.

Responsibilities

• Coordinate licensing, tenancy and general admin tasks for Head Office and outlets.
• Maintain licensing trackers with expiry dates, submission status and approvals.
• Prepare and maintain documents for license applications, renewals and tenancy matters.
• Assist in tenancy documentation, stamping and records management.
• Prepare weekly and monthly administrative status reports and follow up on outstanding matters.
• Provide back-up support to Facilities and Admin teams as needed.
• Perform other administrative duties as assigned by the Admin Manager.

Skills

Microsoft Word

Excel

PowerPoint

Outlook

Attention to detail

Education

Diploma or Degree in Business Administration, Management or a related discipline

Tools

SharePoint

Office Suite

Job description

Coordinate applications, renewals and amendments of business licenses and other relevant regulatory requirements.

Maintain and update licensing trackers, including expiry dates, submission status, approvals and outstanding actions.

Follow up with relevant government authorities, local councils and internal stakeholders on licensing matters.

Prepare and maintain supporting documents required for license applications and renewals.

Monitor important deadlines and highlight potential delays or issues to the Admin Manager.

Ensure licensing and regulatory records are properly maintained and readily available for reference.

Tenancy & Property Administration

Assist with the preparation, coordination, execution and filing of tenancy-related documents.

Maintain updated tenancy records, including rental periods, expiry dates, deposits, renewals and other key information.

Coordinate tenancy agreement stamping and related administrative documentation.

Liaise with landlords, property agents, Finance and relevant internal stakeholders on assigned tenancy matters.

Monitor tenancy expiry and renewal dates and highlight upcoming requirements to the Admin Manager.

Maintain proper filing and records of tenancy agreements and supporting documents.

General Administration & Documentation

Support the day-to-day administrative requirements of Head Office and outlets.

Prepare letters, correspondence, forms and other administrative documents.

Maintain proper filing, document control and administrative records.

Maintain and update departmental trackers and follow up on assigned outstanding matters.

Coordinate administrative requests received from outlets and relevant departments.

Assist in maintaining and improving administrative templates, checklists and working procedures.

Reporting & Follow-Up

Prepare and update weekly and monthly administrative status reports.

Track assigned activities according to agreed timelines and priorities.

Follow up on pending matters with relevant internal and external parties.

Highlight overdue items, potential delays and matters requiring management attention.

Provide accurate information and supporting documentation for management reporting when required.

Facilities & Outlet Expansion Support – Backup Function

Provide administrative support to the Facilities Department for new outlet openings, relocations, renovations and closures, when required.

Assist in maintaining relevant documentation, checklists, trackers and records relating to outlet-opening and facilities activities.

Provide backup support for asset, calibration, maintenance, fire-safety and other facilities related administrative records.

Assist with documentation and follow-up with vendors and internal stakeholders on assigned facilities matters.

Provide administrative coverage and backup support to the Facilities Department during staff absence, peak workload or when additional assistance is required.

Other Administrative Support

Assist the Admin Manager with departmental projects and assignments when required.

Work closely with other Admin team members to ensure continuity of daily operations.

Provide backup support within the Admin team during leave or periods of high workload.

Perform other reasonable administrative duties assigned by the Admin Manager.

Qualifications & Experience:

Diploma or Degree in Business Administration, Management or a related discipline.

Preferably 5 –7 years of relevant administrative experience.

Experience in licensing, tenancy administration, property administration or multi-outlet operations will be an advantage.

Experience dealing with government authorities, local councils, landlords or property agents is an added advantage.

Proficient in Microsoft Word, Excel, PowerPoint and Outlook.

Knowledge of SharePoint or similar document-management systems is an advantage.

Advantages:

Friendly and cozy office environment

Clear career progression for committed individual

Medical claim, insurance, bonus, salary increment, birthday voucher and etc

Five working days (Monday to Friday) from 9am to 6pm

Location is at Taman Daya, Johor Bahru.