Kumkang Kind Hiring! Full Time Admin Executive in Selangor - Ricebowl

JOB PURPOSE

The Admin Executive is responsible for providing day-to-day administrative and operational support to ensure the smooth and efficient functioning of the office. The position involves handling administrative documentation, payment and claims coordination, supplier liaison, staff support, office facilities, staff accommodation, travel arrangements, and other administrative matters as assigned by the Management.

KEY RESPONSIBILITIES & DUTIES

A. General Administration

• Provide day-to-day administrative support to ensure the smooth operation of the office.

• Perform data entry, filing, documentation, photocopying, scanning and other general administrative duties.

• Maintain an organised and systematic filing and record-keeping system, ensuring documents and information are accurate, complete and up to date.

• Receive and attend to incoming calls, enquiries and visitors in a professional and courteous manner.

• Monitor and coordinate general office administrative matters and ensure tasks are completed within the required timeframe.

• Maintain proper records relating to drivers, dispatch activities and other administrative operations where required.

• Ensure information and records maintained in the relevant systems are updated accurately and promptly.

B. Payment, Claims & Allowance Administration

• Prepare payment summaries and supporting documentation for vendors and suppliers.

• Liaise with suppliers and relevant departments to clarify and resolve discrepancies relating to invoices, payments and supporting documents.

• Review and process monthly staff claims for Head Office employees and Site Supervisors, ensuring proper supporting documents are provided.

• Check and verify company credit card transactions and supporting documents for accuracy and completeness.

• Prepare monthly summaries and payment documentation for supervisors' allowances.

• Follow up on outstanding documents, claims, invoices and payment-related matters to ensure timely processing.

C. Staff Travel & Accommodation Administration

• Arrange and purchase air tickets and other travel arrangements for staff travelling on official business.

• Coordinate staff travel arrangements and ensure the necessary information and documentation are properly maintained.

• Oversee the administration of company staff houses/accommodation.

• Act as the point of contact for staff house-related matters and coordinate with the relevant parties to resolve maintenance, facility or other issues that arise.

• Follow up on staff accommodation issues and ensure appropriate action is taken in a timely manner.

D. Office & Facilities Management

• Oversee the overall administration and day-to-day upkeep of the office.

• Monitor office facilities, cleanliness, equipment and general office conditions to ensure they are properly maintained and in good working condition.

• Coordinate with building management, service providers, contractors, suppliers and other relevant parties on office maintenance and facility-related matters.

• Monitor office supplies and ensure sufficient availability of essential stationery and administrative items.

• Report and follow up on any office maintenance, facility or operational issues.

E. Staff Support & Coordination

• Liaise with staff regarding general administrative matters and provide appropriate assistance or clarification where required.

• Respond to staff enquiries professionally and escalate matters to the HR team when necessary.

• Maintain good communication and working relationships with employees, suppliers, service providers and other stakeholders.

• Handle staff-related administrative matters with professionalism, confidentiality and discretion.

• Provide administrative and logistical support before, during and after company events as required.

G. Other Responsibilities

• Perform any other administrative duties and responsibilities assigned by the Management or HR & Admin Department from time to time.

• Maintain a high level of professionalism and ensure all assigned tasks are carried out accurately, efficiently and within the required timeline.

REQUIRED SKILLS & COMPETENCIES

• Good verbal and written communication skills.

• Pleasant, polite and professional manner when dealing with staff, suppliers and external parties.

• Good organisational and time-management skills.

• Detail-oriented with strong attention to accuracy.

• Able to manage multiple tasks and meet deadlines.

• Able to work independently with minimal supervision.

• Responsible, reliable and trustworthy.

• Good interpersonal and coordination skills.

• Proficient in Microsoft Office applications, particularly Microsoft Excel and Word.

• Able to maintain confidentiality when handling company and employee information.

• Proactive and willing to take initiative in resolving administrative matters.