ECO Interiors International Hiring! Full Time Senior Administrative Executive cum Operation in Selangor - Ricebowl

Job Responsibility

Administrative Operations & Team Support

• Assist the Admin Manager in supervising and coordinating daily administrative operations to ensure smooth office functioning.
• Provide hands-on support in all day-to-day administrative tasks and serve as the immediate operational backup for the Admin Executive role.
• Monitor and follow up on pending administrative matters to ensure timely completion.
• Support in guiding, coaching, and monitoring junior administrative staff and outsourced service providers.
• Ensure all assigned administrative duties are completed accurately and within timeline.

Hands-On Execution / Backup of Admin Executive Scope

• Perform and fully back up all existing Admin Executive duties, including but not limited to:

1. office administration
2. reception backup
3. courier and incoming call handling
4. flight and accommodation booking
5. parking management
6. key control and access records
7. onboarding & offboarding
8. office supplies and pantry stock control
9. PPE, first aid stock monitoring
10. corporate line and staff contact listing
11. Act as backup during lunch time, leave, absence, transition, or  

   operational exigencies.

Facilities, Maintenance & Service Coordination

• Coordinate office building upkeep, cleanliness, tidiness, and functionality.
• Monitor maintenance schedules and servicing for:

1. fire extinguishers
2. alarm systems
3. lifts
4. pest control
5. water dispensers
6. office equipment
7. Liaise with outsourced cleaners, security, maintenance vendors, and

   service providers.

1. Ensure service standards, attendance, and contractual obligations are

   met.

Procurement & Inventory Control

• Arrange purchase and control of administrative inventory including stationery, pantry, PPE, name cards, uniforms, and office supplies.
• Obtain quotations from suppliers for price comparison and cost optimization.
• Review supplier performance and recommend suitable vendors.
• Monitor stock levels and prevent shortages.

Documentation, Records & Compliance

• Maintain proper records for:

1. business licenses
2. tenancy agreements
3. contract expiry and renewals
4. insurance and service contracts
5. key control log
6. vendor documentation

• Ensure all administrative records are accurate, updated, and audit-ready.
• Assist in drafting, reviewing, and implementing administrative SOPs and workflows.

Office Support & Corporate Hospitality

• Coordinate welcoming arrangements for VIP / VVIP guests.
• Assist in meeting room readiness and light hospitality arrangements.
• Support company events, management meetings, and corporate functions.

Warehouse / Logistics Administrative Support

• Support warehouse administrative coordination, inventory records, stock movement documentation, and logistics arrangements where required.
• Coordinate with project or maintenance teams for delivery scheduling and record accuracy.

Reporting & Continuous Improvement

• Prepare periodic reports on:

1. admin costs
2. vendor performance
3. stock and supplies
4. operational issues / pending matters

• Identify inefficiencies and recommend process improvements.
• Support digitalization and SOP enhancement initiatives.

Property, Tenancy & Asset Management

• Manage and monitor all company properties, office units, warehouses, and other assigned premises to ensure they are well maintained, operationally fit, and aligned with business needs.
• Monitor tenancy matters, rental payment schedules, tenancy agreements, and landlord / property management correspondence.
• Ensure all tenancy agreements, service contracts, business licenses, permits, and related documents are reviewed and renewed at least three (3) months prior to expiry to prevent business disruption, penalties, or compliance risk.
• Coordinate property maintenance, defect rectification, renovation follow-up, and servicing works with landlords, building management, contractors, and service providers.
• Maintain proper documentation and records for all property-related agreements, licenses, and renewals.

Company Vehicle Administration & Maintenance

• Manage and monitor all company vehicles, including maintenance servicing schedules, road tax renewals, insurance renewals, repairs, cleanliness, and general upkeep.
• Ensure vehicle servicing and preventive maintenance are carried out timely to minimize operational disruption and safety risks.
• Maintain proper records for servicing history, insurance policies, claims, road tax expiry, and renewal status.
• Liaise with workshops, insurance agents, and relevant authorities on vehicle-related matters.

Safety, Workplace Risk Control & OSH Coordination

• Work closely with the appointed Occupational Safety and Health Coordinator (OSH-C) to ensure the office building, warehouse, and all common workspaces remain safe, risk-free, clean, and well-organized.
• Support implementation and monitoring of workplace safety measures, including fire safety equipment, emergency routes, alarm systems, housekeeping, pest control, and general environmental safety.
• Conduct periodic workplace inspections to identify potential hazards, housekeeping issues, and operational risks.
• Ensure a neat, clean, organized, and professional working environment that promotes employee safety, comfort, and productivity.
• Support corrective and preventive actions arising from safety observations, incidents, or audit findings.

Maintenance Team Coordination & Administrative Support

• Coordinate daily administrative and paperwork support for the maintenance and service team.
• Prepare and maintain records relating to maintenance schedules, work assignments, attendance, leave, overtime, wages support, and task completion reports.
• Ensure all maintenance requests, service reports, and supporting documents are properly recorded, tracked, and filed.
• Coordinate communication between maintenance team members, vendors, project teams, and management to ensure timely task execution.
• Support documentation for claims, purchases, tools, spare parts, and maintenance service reports.

Requirement

• Degree/ Diploma in any fields.
• Proven experience in administrative management and facility management.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to supervise and manage a team effectively.
• Knowledge of health and safety regulations.
• Proficiency in inventory management and budget control.
• Familiarity with record-keeping and data management practices.
• Able to work long hour , weekend & Public Holiday when required.