Administrative Executive

It's fun to work in a company where people truly BELIEVE in what they're doing!

Job Description:

Position Summary:

An executive position to provide administration and management of the office operation, as well as providing secretarial functions to the Country Managing Director. She is responsible for ensuring the smooth running of the office’s operation relevant to the front desk/reception, office supplies and service procurement, travel management, meeting meals arrangements and other job scope that falls under administrative function. The position is also responsible for managing the administrative works of the Country Managing Director, that includes but not limited to calendar planning & management, travel bookings, expense claims, working closely with internal associates and external partners in meeting arrangements and taking minutes of meeting.

Major Responsibility: Office Administration -70%

Supporting Actions:

Office premise upkeep and maintenance

To lead the receptionist and cleaning team to ensure that the office premises are well maintained and upkeep in a tidy and presentable manner. This includes but is not limited to making sure the lobby reception, meeting rooms, social hub, and pantry are tidy and well equipped.

Office equipments are adequately provided and in good and operatable condition. Manage equipment lease, procurement, and coordinate maintenance and repairs.

Work with the Facility, Safety & Security Manager, to constantly making sure that the office is a safe to operate, keeping clear of boxes/objects that obstruct the passage / escape route in lieu of disasters like earthquake / fire for example.

Assist in the administration of BCP protocol / procedure following the leads of Facility, Safety and Security Manager/BCP Leads directive.

Administrative Support

Together with her team to ensure office supplies, including procurement of meeting meals, pantry and janitor supplies, office stationery as well as essential items like medical supplies are adequately managed at an acceptable inventory level.

Upkeep and manage issuance of stationery and medical supplies

To administer all documentation production, filling and/or archiving are well managed, this includes but not limited to contracts and legal documentation.

Render administrative supports to associates and management of the company / updating of reports / co-ordination of events as and when required.

Mailroom Management

Ensure mailroom related activities are well managed. This includes the handling of all incoming and outcoming mail/emails and couriers, ensuring outgoing documents/parcels are promptly dispatched, and incoming mails/couriers/parcels (especially statutory, cheques related) are promptly distributed and managed.

Franking machines are updated, postage and related supplies are readily available

Keeping records of postage, incoming/outgoing cheques.

Front Desk & Reception

To lead and run the front office, ensuring visitors and incoming calls are well received, and attended to promptly and professionally.

To stand-in at the front desk to cover the receptionist’s duty in her absence over lunch duty, long breaks and/or leaves.

To ensure front desk is ready prior to the office operating hours, doors to be open before its opening hours and ensure front office doors are locked before leaving the office at the end of the day.

The loan register of key managements is upkeep (e.g. key loan for meeting rooms, stores, etc)

Travel management

To book and manage outbound business travels in terms of transport, hotel and visa applications.

To ensure travel policy and procedure are adhere to

To manage inbound travel needs of visiting counterparts in visa application, hotel bookings and ground transfers if it deems required.

To manage list of corporate hotel rates

Review existing administrative processes, forms and drive continuous improvements.

To handle any projects /other ad-hoc tasks as and when assigned.

Major Responsibility: Secretary to the Managing Director (MD) - 30%

Supporting Actions:

Provide secretarial support to Country MD which includes and not limited to

Planning and managing the schedule of the Country MD

Prepare any document, letter or report as required by the Country MD

Manage Country MD Travel Plans including booking the ticket, hotel, visa application and ensuring the border entry requirements are readily prepared.

To prepare the necessary travel documents and agenda required for his travel

Managing his leave and expense reimbursement in a promptly manner.

Upkeep confidentiality of information and documentation of the Company and Country MD’s office.

Generating documentation required to be signed by the Country MD as and when required by the relevant department heads, which includes supporting the Company Secretary and legal team requiring the MD or relevant ELT’s endorsement and returns of it.

Liaise closely with the IT team to ensure smooth operations of MD’s computer related equipment.

Review direct report expense claims, and travel requests are in order and adhering to company’s policy and procedure before they are appended up for Country MD’s approval.

Taking Minutes of any Meetings whenever required or requested.

Any other relevant to secretarial and administration support as assigned.

Requirements:

Possess Diploma/ Degree in Business Administration, Management, Secretarial or equivalent.

At least 5 years working experience in the relevant or similar role.

Creative with strong interpersonal and communication skills that can work with all levels of people within and outside the entity.

Proficient in Microsoft Office software especially in PowerPoint, Excel and Words.

Meticulous with strong organizational & analytical skills

Able to multi-task

Applicants must be willing to work in Petaling Jaya

*This is not a complete listing of the job duties. It’s a representation of the things you will be doing, and you may not perform all of these duties.

R-103135