Key Responsibilities
A. Financial & Claims Administration
- Process staff claims for senior management.
- Reconcile and categorize credit card expenses (personal vs. company).
- Maintain accurate financial records, including Facebook ad claims and refund forms.
- Submit petty cash claims and manage COD payments with supporting documentation.
B. Procurement & Purchasing
- Prepare and issue Purchase Requisition Forms (PRF) for approved purchases.
- Obtain supplier quotations and negotiate pricing and delivery schedules.
- Place purchase orders and verify delivery against orders.
- Submit payment requests to Finance and scan/archive all purchasing documentation.
C. Contractor & Supplier Coordination
- Contact and schedule contractors for repair, renovation, and maintenance jobs.
- Coordinate timelines and inform Operations to monitor progress.
- Submit contractor payment requests as per job completion or contractual terms.
D. License, Permit & Insurance Renewals
- Track and renew licenses.
- Prepare documentation and submit renewal applications ahead of deadlines.
- Replace/display valid licenses at designated locations.
- Renew vehicle insurance and maintain insurance records.
E. Office & Hostel Leasing and Contracts
- Source and secure suitable office/hostel premises.
- Negotiate lease terms with property owners or agents.
- Manage lease agreement signing and renewals in compliance with regulations.
- Coordinate building defect reporting and repair follow-ups with landlords.
F. Hostel & Occupancy Management
- Track weekly hostel occupancy, counter check with dorm leaders or warden.
- Handle student check-in.
- Organize meeting with dorm leaders or warden to monitor cleanliness, maintenance issues, and utility usage.
- Manage utility data, monitor unusual usage, and issue reports or warning letters as needed.
G. Contractual Maintenance Services
- Obtain quotations and coordinate contract services renewals.
- Notify related students/staff of upcoming visits and ensure smooth coordination.
H. Event & Proposal Coordination
- Prepare & drafting project (competitions and events) proposals.
- Liaise with agencies and local authorities on related matters.
I. Logistics & Communications
- Arrange and track postage/delivery of items & goods ordered.
- Liaise with internal departments and external vendors/partners as needed.
J. Records, Database & Documentation
- Record, compile, and summarize minutes of internal meetings.
- Maintain accurate databases for students, participants, events, and inventory.
- Check and file /scan payment receipts and related documents.
- Archive all forms, PRFs, claims, and licenses in a well-organized manner.
K. General Office Support
- Provide general administrative and operational support as needed.
- Assist in special projects, tasks, or assignments given by management.
Qualification Requirement (Executive Position):
- Diploma in Business Administration or Office Management, or a related field.
- Minimum 2 years of relevant administrative and operational experience.
- Prior experience in procurement, data entry, hostel or facility coordination is an advantage.
Skills & Competencies:
- Strong organizational, multitasking, and time management skills.
- High attention to detail, accuracy, and record keeping.
- Proficient in Microsoft Office (Excel, Word, Outlook).
- Strong communication in English & Bahasa Melayu. Mandarin proficiency preferred.
- Ability to work independently and collaboratively in a team environment.
- Capable of handling confidential information with integrity.
Work Location
- Seremban