Job Description

Role Overview:

As an Office Admin Executive, you will play a central role in ensuring efficient office operations, combining both frontend and backend support responsibilities. This role will oversee office management, support HR functions, manage purchase orders, provide administrative and employee support, and coordinate events. You will bring strong organizational skills, multitasking abilities, and a proactive approach to maintaining a productive work environment.

Key Responsibilities: 

1. Frontend & Backend Operations

• Act as the first point of contact for visitors, clients, and vendors, managing reception duties with professionalism and a high level of service.
• Oversee and manage backend processes, including record-keeping, filing, and data management, to support efficient office functionality.
• Prepare for and handle ad-hoc duties as they arise, supporting various office needs promptly and efficiently.

2. HR Support

• Assist the HR department with recruitment processes, including scheduling interviews, onboarding new hires, and maintaining personnel records.
• Track employee attendance, leaves, and benefits administration, ensuring compliance with company policies.
• Support employee engagement initiatives, acting as a liaison between staff and HR for office-related concerns and inquiries.

3. Purchase Order & Inventory Management

• Manage office purchase orders, ensuring timely procurement of office supplies, equipment, and services.
• Maintain vendor relationships, negotiate contracts, and process invoices in line with budgetary guidelines.
• Oversee office inventory, performing regular stock checks and coordinating replenishments as needed.

4. Office Management

• Ensure the office environment is well-maintained, clean, and organized, coordinating with building management and service providers for facility needs.
• Oversee office seating arrangements, space planning, and equipment setup to accommodate team growth.
• Manage access control, including building security and office key distribution, ensuring a safe and secure workplace.

5. Employee & Administrative Support

• Provide administrative support to management and staff, including scheduling meetings, managing calendars, and preparing reports and documents.
• Organize and maintain digital and physical files, ensuring the confidentiality and accuracy of employee and company information.
• Respond to employee requests regarding office resources, IT support, and facility issues, acting as a helpful and reliable point of contact.

6. Event Coordination

• Plan and coordinate internal events, such as company meetings, workshops, team-building activities, and celebrations.
• Manage logistics for events, including venue booking, catering, materials preparation, and communication with participants.
• Support virtual and on-site events, ensuring smooth setup and coordination with technical resources when necessary.

Job Requirements

• Bachelor’s degree in Business Administration, Office Management, Human Resources, or a related field. 
• Minimum of 2 years of experience in office management, administrative support, or HR assistance roles.
• Required language(s): Mandarin (Speak, Write, Read), English, Bahasa Malaysia.
• Proactive attitude with the ability to take initiative and work independently.
• Strong organizational and multitasking skills with high attention to detail.
• Excellent communication and interpersonal abilities

Skills