Admin Executive cum Office Manager

Job Description:

• Roles and responsibilities: i. Administrative Support
a. To manage correspondences for all incoming and outgoing emails, mails and distribute documents accordingly
b. To prepare documents and reports
c. To organize and maintain files and databases in a confidential manner
d. Management of schedules of the calendar, appointments and update agendas
e. To coordinate and facilitate meetings, including set-up of video and/or audio conferencing, meetings rooms and preparation of presentation materials.
f. To generate proforma invoices, tax invoices and official receipts on timely basis as well as to manage simple bookkeeping. ii. Office Management
a. To oversee the maintenance of office equipment and facilities, liaise with vendor and service providers
b. To manage inventory of office supplies and ensure resources are readily available
c. To assist with budget preparation and expense management for office supplies and other expenditures
d. To ensure compliance with office policies and procedures by office personnels; and update office circulars/memorandum(s)/directive(s) as and when required
e. To coordinate and manage the activities of office personnel to ensure efficient office operations iii. Front Desk Receptionist
a. Telephone management by answering, screening and forwarding incoming calls while providing basic information when needed
b. To ensure that mails and packages are to be received, sorted, delivered/distributed and to manage outgoing mail
c. Information management in providing accurate information visitors and callers regarding company’s services, directions and other inquiries iv. File Management
a. To prepare, sort and file all incoming and outgoing documents
b. To organize, maintain and store records, files and documents, ensuring they are updated and easily accessible.
c. To enter data related to documents into databases, to organize and categorized digital files v. General Duties
a. To address and resolve administrative problems and inquiries as to serve as focal point of contact for internal and external clients
b. To utilize office software seg MS Office and email, and manage updates and troubleshooting
c. To generate regular reports on aspects of office management
d. To work collaboratively with team members and support company’s overall operations and goals.

Qualifications and Requirements:

• Requirements i. Minimum requirements of 2 – 3 years’ experience in office administration
ii. Proficient with use of office technology and computer literate ie Microsoft Office applications as well as experienced with scheduling and communication tools
iii. Possess strong organizational skills, high attention to details, time management ability, problem solving abilities and the ability to handle priorities in fast pace environment
iv. Profound communication skills with fluent written and verbal communication skills in English and Bahasa Melayu
v. Discretion and the ability to handle sensitive and confidential information
vi. Proactive and resourceful approach to work, anticipating needs and self-assertive
vii. Possess professionalism and the ability to work effectively with individuals at all levels.