Admin Executive
Administration
Job Purpose
The Admin Executive is responsible for managing the company’s day-to-day administrative operations and ensuring that office, site and employee support services are carried out efficiently. The position will oversee general administration, office facilities, store administration, company vehicles, worker accommodation/hostels, vendor management, documentation, licences and permits, and general employee administrative coordination.
The successful candidate should be organised, proactive and capable of coordinating multiple administrative functions while maintaining proper records, controls and compliance with company policies.
Key Responsibilities
A. General Administration
• Manage the company’s day-to-day administrative activities.
• Maintain proper filing and documentation systems for administrative records.
• Prepare administrative letters, memos, notices and reports as required.
• Manage office supplies, stationery and general administrative requirements.
• Monitor office equipment, facilities and maintenance requirements.
• Coordinate meetings, appointments and administrative arrangements.
• Handle incoming and outgoing correspondence and official documents.
• Maintain confidentiality of company and employee information.
• Support management and departments with administrative requirements.
B. Store & Inventory Administration
• Coordinate the administration of company stores and storage facilities.
• Maintain proper records of stock, equipment, tools, consumables and other company assets.
• Monitor stock movement, issues and returns.
• Ensure store documentation is complete and properly maintained.
• Coordinate stock replenishment with Procurement/Finance where required.
• Conduct periodic stock checks and assist with stock reconciliation.
• Monitor minimum stock levels and highlight shortages or abnormal usage.
• Ensure stores are maintained in an organised, safe and clean condition.
• Monitor storekeeper and store administration activities where applicable.
C. Vehicle & Fleet Management
• Manage the administration of company vehicles and fleet records.
• Maintain records of vehicle ownership, insurance, road tax, inspections and servicing.
• Monitor vehicle servicing, repairs and maintenance schedules.
• Coordinate vehicle allocation and usage.
• Maintain records of fuel usage, mileage, maintenance and vehicle-related expenses.
• Monitor vehicle condition and ensure defects are reported promptly.
• Coordinate accident reporting, insurance claims and related documentation.
• Ensure drivers comply with company vehicle policies and requirements.
• Monitor vehicle permits, licences and other statutory requirements.
D. Hostel / Accommodation Management
• Coordinate company-provided worker accommodation and hostel administration.
• Maintain updated records of workers residing at each accommodation facility.
• Monitor room allocation, occupancy and movement of workers.
• Coordinate hostel maintenance, repairs, utilities and cleaning.
• Ensure hostel facilities are maintained in a safe, hygienic and suitable condition.
• Conduct periodic hostel inspections.
• Monitor hostel-related expenses and service providers.
• Address accommodation issues raised by workers and escalate serious matters to management.
• Ensure required accommodation records and documentation are maintained.
E. Vendor & Service Provider Management
• Coordinate administrative vendors and service providers.
• Source quotations for administrative services, supplies, maintenance and other requirements.
• Maintain an approved vendor list and vendor documentation.
• Monitor vendor performance, service quality and contract requirements.
• Coordinate service appointments, repairs and maintenance works.
• Verify supporting documents and service completion before submitting invoices for processing.
• Liaise with Finance on vendor payments and outstanding matters.
• Highlight poor vendor performance or recurring service issues to management.
F. Compliance, Licences & Renewals
• Maintain a central tracker for company licences, permits, registrations, insurance and other statutory documents.
• Monitor expiry dates and initiate renewal processes in advance.
• Maintain copies of relevant certificates and approvals.
• Coordinate with government agencies, authorities, landlords, service providers and other external parties where required.
• Ensure administrative documents are current and properly filed.
• Escalate upcoming expiries or compliance risks to management.
G. Facilities & Office Management
• Coordinate office and facility maintenance.
• Monitor cleanliness, security and general condition of company premises.
• Coordinate repairs, pest control, cleaning, utilities and other facility services.
• Monitor office access, keys and related security arrangements.
• Coordinate emergency repairs and urgent maintenance matters.
• Ensure administrative facilities are maintained in a safe and functional condition.
REPORTING & WORKING RELATIONSHIPS
The Admin Executive reports to the General Manager – HR and works closely with:
• Finance & Accounts
• Operations
• Procurement
• Site Management
• Store/Logistics
• Management
• External vendors and service providers
• Relevant government agencies and authorities
Other Key Responsibilities
DOCUMENTATION & REPORTING
The Admin Executive is responsible for maintaining accurate and updated administrative records, including:
• Vehicle and fleet records.
• Hostel/accommodation records.
• Licence and permit expiry tracker.
• Vendor and service provider records.
• Store and inventory records.
• Office asset records.
• Maintenance and repair records.
• Administrative expense records.
• Insurance and renewal records.
Prepare regular administrative reports and updates for management as required.
INTERNAL CONTROL RESPONSIBILITIES
• Ensure administrative purchases and services follow company approval procedures.
• Maintain proper supporting documentation for administrative expenses.
• Monitor company assets and equipment under the administration function.
• Prevent unnecessary or excessive administrative expenditure.
• Maintain confidentiality of company and employee information.
• Ensure records are accurate, complete and properly maintained.
• Report irregularities, losses, damage or non-compliance to management immediately.
PERSONAL ATTRIBUTES & KPIs
PERSONAL ATTRIBUTES
• Highly organised and systematic.
• Strong attention to detail.
• Good communication and interpersonal skills.
• Proactive and able to follow up independently.
• Strong coordination and problem-solving skills.
• Able to manage multiple tasks and deadlines.
• Responsible and trustworthy.
• Able to work with employees from different nationalities and backgrounds.
• Able to work independently and as part of a team.
• Willing to travel to company sites, hostels or other locations when required.
KEY PERFORMANCE INDICATORS (KPIs)
• Timely completion of administrative tasks.
• Accuracy and completeness of administrative records.
• Timely renewal of licences, permits and insurance.
• Effective management of company vehicles and maintenance schedules.
• Effective management and control of hostel/accommodation matters.
• Proper store and asset documentation.
• Timely resolution of facility and maintenance issues.
• Vendor service quality and cost effectiveness.
• Compliance with company administrative procedures.
• Timely submission of administrative reports.
• Reduction of administrative delays, missing documents and compliance lapses.
Requirements
Education
• Diploma or Degree in Business Administration, Management, Human Resources or a related discipline.
• Additional qualifications in administration, HR or facilities management will be an advantage.
Experience
• Minimum 3–5 years of relevant administrative experience.
• Experience managing multiple administrative functions is preferred.
• Experience in cleaning services, facilities management, construction, manpower or service industries will be an advantage.
• Experience in store, vehicle/fleet and hostel management is preferred.
Technical Skills
• Good Microsoft Office skills, particularly Excel and Word.
• Good documentation and record-management skills.
• Ability to maintain trackers and administrative databases.
• Good knowledge of vendor coordination and administrative purchasing processes.
• Knowledge of Malaysian administrative and employment requirements will be an advantage.
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