HR & Admin Executive

Responsibilities:

The main duties include:

Office Administrative

- Manage and monitor office Attendance System.

- Liaise with management office on building (work permit, air con extension & others issue related with management office) and parking management for parking related matters. 

- Assist to update staff emergency information, seating arrangement & telephone directory list.

- Prepare and update MMYS PH calendar 

- Handle and manage company working environment & 5S concept practise.

- Dealing with cleaning company / cleaner arrangement

- Dealing with Coway for servicing of water dispenser and air purifier.

- Dealing with office rental owner/ Landlord & Penang shared office lease

- Coordinate with Courier company (GDEX, FEDEX, DHL and many more) on all related courier matters / call for pick up / keep stock for courier flyer / storage of audit document / mover for expatriate/achieve documents

- Safekeeping of company access card, wood door key, glass door key, company credit card, company safe & etc.

- Dealing with 3rd party storage company Regalia on document storage for finance and AR documents

- Manage Shell Card for sales staff and monitor credit limits.

- Manage company phone line opening 

Staff Administrative

- Preparation for newcomer (name card & chop), introduction & assisting on staff onboarding.

- Manage hotel, flight/car rental booking for staff who travelling on business.

- Compute the daily public transport for indoor staff (monthly).

- Handle company event such as company dinner, meeting, birthday & etc.

- Arrangement for get well basket, condolences flower, wreath, farewell flower for staff work more than 3 years.

- Manage and record birthday gift for staff 

Purchasing

- Manage office supplies stationeries, printing, office lighting, office cleanliness (first aid kit / safety equipment / test kit distribution).

- Manage office pantry supplies (monthly once/twice)

Finance related

- Compile bills and invoices received for concur submission (TM, TIME, DIGI, TNB, FUJIFILM COPIER, Office Rental, Shared office Rental, Hotel, Car rental, stationery, Secure Parking, Company Credit Card & others related to Admin)

- Consolidate and update Petty Cash payments.

HR related

- Liaise with recruiter on candidate’s interview documents and interview appointment with hiring manager. 

- Follow up with manager on interview evaluation and feedbacks.

- Follow up with recruiter on reference check outcome.

- Assist in any other ad-hoc assignment.

Requirements:

• At least Diploma in Business Administration or its equivalent  
• At least 2 years in office administrative position
• Able to speak English, Mandarin and Bahasa Malaysia 
• Able to write in English and Bahasa Malaysia
• Basic SharePoint exposure is preferable 
• Possess strong communication skill and multi-tasking skills
• Able to interact and work with people at all levels
• Working Hours: Monday-Friday, 9am to 6pm