Job Description

• Oversee the day-to-day management of the office environment, ensuring a productive workspace for all departments.
• Manage office supplies, maintenance, and equipment, ensuring timely replenishment and repairs.
• Ensure the office complies with health and safety regulations.
• Manage vendor relationships, including service providers, maintenance contractors, and suppliers.
• Supervise administrative and support staff, delegating tasks and ensuring deadlines are met.
• Conduct regular performance reviews, manage time-off requests, and coordinate office schedules.
• Handle recruitment and onboarding for administrative staff when necessary.
• Monitor and manage the office budget, ensuring cost-effective use of resources.
• Track expenses, prepare reports, and liaise with the finance department for budgeting and invoicing.
• Coordinate and facilitate cross-company communications to ensure smooth workflow and collaboration between departments and teams.
• Act as a point of contact for internal and external queries.
• Provide administrative and secretarial support to the CEO and executive team, including managing their calendars, scheduling meetings, and prioritizing appointments.
• Assist in the preparation of reports, presentations, and other documentation as required by executives.
• Organize and coordinate travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, attend executive meetings, and take minutes when required.
• Follow up on action items and ensure timely completion of tasks delegated to various departments.
• Assist in managing special projects and coordinating multi-company initiatives as directed by the executive team.
• Track project timelines, communicate updates, and ensure that all stakeholders are informed and aligned.
• Maintain organized filing systems for office documents, contracts, and records, both physical and digital.
• Ensure proper documentation and archiving of important company information.
• Organize and manage corporate events, meetings, and staff gatherings, including logistics, catering, and invitations.

Job Requirements

• Diploma/ Bachelor Degree in Business Administration, Office Management or relevant field 
• Minimum of 8 years of experience in office management and executive support, preferably within a group of companies or corporate environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills in English, Bahasa Malaysia and Chinese
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a fast-paced environment and handle multiple tasks simultaneously.  

Skills