Kerja Sepenuh Masa ADMIN EXECUTIVE, Gaji tinggi MYR 3,000 di Kaisar Maritime (M) Federal Territory - Maukerja

1. Job Purpose

The Admin Executive is responsible for managing and coordinating the company's daily administrative functions, employee records, documentation, office management and general support services.

The position ensures that all administrative activities are properly organised, company records are maintained accurately, employee documentation is updated, and the Operations and Management Departments receive the necessary administrative support.

The Admin Executive also assists with payroll documentation, recruitment administration, invoicing documentation, purchasing, company assets and regulatory documentation.

2. Key Duties and Responsibilities

A. General Administration

• Manage daily office administration and clerical activities.

• Handle incoming and outgoing correspondence, emails and telephone calls.

• Prepare letters, memos, notices and official company documents.

• Maintain proper filing systems for physical and electronic documents.

• Manage office supplies, stationery and general office requirements.

• Coordinate meetings, appointments and internal communications.

• Ensure office facilities and equipment are properly maintained.

• Assist management with administrative tasks and special assignments.

B. Human Resources Administration

• Maintain employee personal files and employment records.

• Prepare employment letters, appointment letters and confirmation letters.

• Assist with recruitment, interview arrangements and new employee registration.

• Maintain employee attendance, leave and medical leave records.

• Prepare documentation for resignation, termination and employee transfers.

• Monitor employee contract expiry dates and relevant documentation.

• Coordinate employee onboarding and orientation.

• Maintain records of employee identification, licences, certificates and training.

• Assist HR in handling disciplinary documentation and employee matters.

• Ensure employee records are kept confidential.

C. Security Guard Documentation and Licensing

• Maintain updated records of all security guards.

• Monitor security personnel's identification documents and required licences.

• Track relevant licence and document expiry dates.

• Coordinate submission and renewal of required personnel documentation.

• Maintain training and competency records.

• Ensure employee files contain the necessary supporting documents.

• Assist in preparing documents for company inspections and regulatory audits.

• Coordinate with the Operations Department to obtain updated guard information.

D. Payroll and Attendance Administration

• Collect monthly attendance records from the Operations Department.

• Compile overtime, leave, absenteeism and unpaid leave information.

• Prepare payroll supporting documents for Finance or Accounts.

• Verify employee attendance records against approved duty rosters.

• Assist in preparing monthly payroll summaries.

• Maintain employee salary and payroll documentation with confidentiality.

• Coordinate payroll queries with the Finance Department.

• Ensure payroll information is submitted within the required deadline.

E. Finance and Accounting Administration Support

• Assist in collecting supporting documents for monthly client invoicing.

• Organise contracts, purchase orders and billing documents.

• Maintain records of invoices issued and received.

• Assist in recording payment receipts and supporting documents.

• Prepare payment vouchers and expense claims for approval.

• Maintain records of office expenses and administrative purchases.

• Coordinate with the Finance Department on outstanding documentation.

• Assist in preparing monthly administrative and expense reports.

• Ensure financial documents are properly filed and accessible to authorised personnel.

F. Purchasing and Supplier Management

• Obtain quotations from suppliers and service providers.

• Prepare purchase requisitions and purchase orders.

• Coordinate office supplies, uniforms and equipment purchases.

• Monitor delivery of purchased goods and services.

• Maintain supplier information and contact details.

• Compare quotations and submit recommendations to management.

• Ensure purchases receive the necessary approval.

• Maintain proper purchasing and supplier records.

G. Company Assets and Inventory Administration

• Maintain the company's fixed asset and inventory register.

• Record company assets, including computers, printers, furniture, mobile phones and office equipment.

• Maintain records of company vehicles and operational equipment in coordination with Operations.

• Record asset allocation to employees and departments.

• Monitor asset condition and maintenance schedules.

• Conduct periodic physical asset verification.

• Maintain records of asset transfers, returns and disposal.

• Coordinate recovery of company property from resigned employees.

• Report missing or damaged assets to management.

• Ensure proper documentation of asset purchases and replacements.

H. Office and Facility Management

• Monitor office cleanliness, maintenance and security.

• Coordinate repairs of office equipment and facilities.

• Monitor stationery and office supply levels.

• Arrange servicing of printers, computers and other office equipment.

• Coordinate utility bills and office rental documentation.

• Ensure the office operates in an organised and professional manner.

I. Contract and Document Management

• Maintain copies of all client contracts and service agreements.

• Monitor contract commencement and expiry dates.

• Maintain company registration and statutory documents.

• Assist in preparing quotations, tenders and company profiles.

• Organise documents required for client submissions.

• Monitor renewal dates for relevant company permits and insurance.

• Ensure confidential documents are securely maintained.

J. Management Reporting and Administrative Support

• Prepare monthly administrative reports.

• Maintain updated employee and company records.

• Prepare meeting minutes and management correspondence.

• Assist management in preparing presentations and reports.

• Coordinate information requests between departments.

• Follow up on outstanding administrative matters.

• Perform other administrative duties assigned by management.

Pay: RM1,700.00 - RM3,000.00 per month

Benefits:

• Maternity leave
• Parental leave

Work Location: In person