Administration Executive

Position Summary

This is a hands-on role responsible for providing seamless and reliable administrative support to the local organization. The position manages core administrative functions including office procurement, facilities and maintenance coordination, documentation control, and general administrative support. The role ensures that all administrative activities are executed efficiently to support overall organizational productivity and cost‑effectiveness.

Key Responsibilities

1. Office Procurement (All offices)

• Maintain printed materials (eg. business cards or any company printed materials) vendor listing by obtaining requirements, negotiating price, quality, delivery; and validating invoices;
• Coordinate with Receptionist on maintenance of office stationery inventory and to replenish when necessary;
• Responsible for control of office equipment purchases and ensuring its adequate supply;
• Handle and manage end-to-end procurement processes including purchase requests, quotations, vendor selection.
• Liaise with building management for maintenance and other related registration.
• Maintain and manage catering services/ mobile services vendor listing, with aim to achieve work and cost efficiency;
• Verify vendor and purchase invoices within assigned scopes;
• Manage, control and deliver taxi account to employees, expatriates and visitors with proper records.
• Manage and book the vehicle or company car and deliver such transportation to employees, visitors when needed;
• Monitor and track administrative expenses to support budget planning and cost control.
• Coordinate with all respective coordinators, PICs in various offices for above scopes.

2. Documentation (Non-Financial)

• Establish and maintain an organised documentation control process that ensures efficient storage and retrieval of information; includes filing, archiving, retrieval, destruction, and historical reference;
• Cooporate to work closely with respective Head of Departments on critical documents required to meet operations requirements.

3. Travel Arrangements and Entertainments

• Manage and follow travel approval processes and policies, including maintaining and managing travel related vendors, such as travel agents and hotels with aim to achieve work and cost efficiency;
• Coordinate business travel arrangements with employees and travel agency on flight bookings;
• Coordinate with other MSC’s offices on employees’ relevant bookings included hotel, transport;
• Verify employees’ entertainment request forms, ensuring accuracy of provided information, including applicable tax details and the status of service providers, when needed.

4. Pantry

• Control pantry utilities;
• Coordinate in supervising and control tea ladies, cleaner to ensure that all tasks must be carried out properly;
• Coordinate and supervise, remind employees to follow the office rules properly;  
• Coordinate with tea lady team in serving drinks, foods to visitors in the office;
• Coordinate and organizing company meals when needed;

5. Others

• Achieve cost efficiency by anticipating requirements; submitting information for budget preparation; scheduling expenditures, monitoring costs and analysing any variances;
• Provide support in various HR-related tasks as needed.
• Cooperate with Receptionist in end-to-end administrative duties.
• Covering the reception desk when required and/or any time when she is absent at the work place or on leave. 
• Provide logistical support for meetings, events, and internal activities. 
• Arrange gift / wreath for customers, vendors, partners when required.   
• Provide secretarial support, handle administrative tasks assigned day to day by GM, HR & Administration manager from time to time.

6. HR Operational Support

• Support HR in employee engagement activities such as execution of communication plans, social & recreation activities, as well as corporate social responsibilities programs when needed;
• Support in HR recruitment process – New Comer’s On-boarding orientation: stationeries, access card, parking cards, locker.
• Support in HR resignation process – Resigning staff’ Exit Clearance: Recover issued items from employee on physical last day of employment.