Supervisor (Administrative Coordinator)

Mesra Retail & Cafe; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading retail & café company is seeking an administrative support staff member to ensure efficient office operations. Responsibilities include front desk management, travel arrangements, and SAP-related tasks. The ideal candidate will possess a Certificate in Business Studies or equivalent and have 1-3 years of experience in a similar role. Strong organizational and communication skills in both English and Bahasa Malaysia are essential. This role contributes to the smooth running of office activities in Kuala Lumpur.

Qualifications

• Minimum 1–3 years’ experience in administrative or front desk roles.
• Exposure to procurement and corporate administration is advantageous.
• Good written and verbal communication skills in English and Bahasa Malaysia.

Responsibilities

• Provide administrative and front desk support to ensure smooth office operations.
• Handle travel bookings including transportation and accommodations.
• Ensure compliance with governance, policies, and procedures of MESRA.

Skills

Multitasking

Organizational skills

Time management

Communication skills

Education

Certificate in Business Studies, Business Administration, Management, or equivalent

Tools

SAP system

Job description

To provide administrative and front desk support to ensure the smooth and efficient operation of office activities across the organization. The role involves assisting with reporting, documentation, SAP-related processes, office facilities, stakeholder interactions, and event/travel coordination, in accordance with MESRA policies, procedures, and governance standards.

Principal Accountabilities

Front Desk, Reception & Visitor Management

• Welcome and greet guests upon arrival in a professional and courteous manner.
• Serve as the first point of contact for visitors, business partners, and internal stakeholders.
• Contribute to the security of the organisation by screening and registering visitors.
• Answer, screen, and forward incoming phone calls politely and efficiently.
• Receive, record, and dispatch mails, parcels, and deliveries.

Office Administration & Facilities Coordination

• Provide administrative support across the organisation.
• Coordinate and maintain office services including cleaners and office maintenance to ensure a clean, safe, and tidy workplace.
• Ensure functionality of office equipment and facilities; arrange repairs and maintenance when required.
• Handle general administrative duties including stationery and pantry replenishment.
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• Coordinate company facilities maintenance and liaise with service providers.

Reporting, SAP & Procurement Support

• Ensure all back-end tracking is recorded accurately and in a timely manner.
• Update reports and documentation with complete and detailed information.
• Manage SAP payment processing in accordance with approved procedures.
• Raise Purchase Requisitions (PR) and Purchase Orders (PO) as required.
• Track invoices and administrative records for payment and audit purposes.

Coordination & Travel Support

• Perform travel bookings including transportation and accommodation arrangements.
• Liaise with relevant parties to handle requests and queries from the Manager.

Compliance & Ad-Hoc Support

• Ensure all administrative activities comply with MESRA & PETRONAS governance, policies, and procedures.
• Perform ad-hoc duties and assignments as directed by the immediate superior (Manager).

Job Requirements

• Candidate must possess at least a Certificate in Business Studies, Business Administration, Management, or equivalent.
• Minimum 1–3 years’ experience in administrative, coordination, or front desk roles.
• Exposure to SAP system, procurement, and corporate administration is an added advantage.
• Experience in handling travel arrangements, including transportation and accommodation bookings.
• Experience in managing office facilities, front desk operations.
• Pleasant personality with a people-oriented attitude.
• Excellent multitasking, organizational, and time management skills.
• Good written and verbal communication skills.
• Required languages: English and Bahasa Malaysia.

Personal Data Protection

Mesra Retail & Café Sdn Bhd ("MESRA") is fully committed to the protection of Personal Data and compliance with the Personal Data Protection Act 2010 ("Act"). Mesra Retail & Café Sdn Bhd ("MESRA") assures that any Personal Data collected, stored, processed and used for the purpose of this registration/application shall comply with the requirements of the Act and only be used within Mesra Retail & Café Sdn Bhd ("MESRA"). We ensure that the data you submit to us remains confidential and is used for the purposes stated in the data privacy.