Administrative Officer / Executive

1. General Administration & Office Management

• Provide administrative support to ensure efficient office operations, including managing correspondence, scheduling meetings, and serving as a liaison between executives and internal/external stakeholders.
• Maintain a welcoming and professional reception area, providing front-desk support during breaks or staff absences.

2. Utilities & Facilities Management

• Ensure timely payment of office utilities (e.g., electricity, internet, water, local council fees) and maintain records for monthly reconciliation.
• Address service interruptions and liaise with utility providers for troubleshooting and billing issues.
• Oversee office cleanliness and coordinate with cleaning staff to ensure high standards are maintained.

3. Procurement & Asset Management

• Manage the full procurement cycle, including sourcing suppliers, obtaining quotations, and ensuring all related documents (e.g., PR, PO, DO, GRN, PVF) are accurately processed and filed.
• Oversee office supply inventory (stationery, pantry items, etc.) and ensure timely replenishment.
• Maintain accurate records of company assets (e.g., vehicles, equipment) and oversee tagging, disposal, and scheduling of maintenance to optimize asset usage.
• Build and maintain strong relationships with suppliers, negotiating favorable terms when necessary.
• Process supplier payments and resolve any discrepancies promptly, ensuring compliance with company policies and procedures.

4. Office Supplies & Pantry Management

• Oversee the ordering and inventory management of office supplies, stationery, and pantry items.
• Conduct regular stock audits and prepare reports for management review.
• Liaise with vendors to ensure cost-effective and timely delivery of supplies.

5. Event Coordination

• Support the organization and execution of company events, including staff gatherings, meetings, and other activities, by managing logistics and food arrangements.

6. Vehicle & Despatch Management

• Monitor and maintain the company vehicle fleet, including scheduling regular servicing and handling related transactions (e.g., purchases, disposals, transfers).
• Oversee daily despatch activities to ensure timely collection and delivery of documents or other materials.

7. Filing & Document Management

• Develop and maintain an organized filing system for both electronic and physical documents, ensuring easy retrieval and compliance with company policies.
• Assign reference numbers to outgoing documents and manage office correspondence systematically.

8. Budgeting & Financial Reporting

• Assist in preparing and managing the annual administrative budget, providing regular updates on expenditures and identifying cost-saving opportunities.

9. Other Administrative Duties

• Provide support for daily office operations as assigned, including preparing reports, handling employee inquiries, and improving administrative processes.

Job Requirements:

• Diploma/Degree in Business Administration or a related field.
• At least 2–3 years of relevant experience in office administration.
• Able to start immediately; fresh graduates are welcome.

Special Skills:

• Organizational and Time Management Skills
• Attention to Detail & Problem-Solving Skills
• Communication and Interpersonal Skills
• Event Coordination and Logistics Management
• Document and Filing Management

Personal Attributes:

• Proactive and Resourceful
• Reliable and Accountable
• Flexible and Adaptable
• Discreet and Trustworthy

Application Questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Do you have experience with inventory management?
• How many years of asset management experience do you have?
• Which of the following Microsoft Office products are you experienced with?

Company Overview: Rafulin Holdings Sdn Bhd (“Rafulin”) is an investment holding company with subsidiaries involved in toll road concession, construction, renewable energy, and project management. The company focuses on expanding its concession investments as part of its business strategy to balance income portfolio and increase long-term recurring revenue streams. Perks and Benefits:

• Medical
• Dental
• Parking
• Insurance Coverage (Group Term Life/Group Hospital)

Join us and work with a dynamic team. We are searching for a highly committed and enthusiastic candidate to help develop the Company. #J-18808-Ljbffr