Personal Assistant cum Office Manager

Job Responsibilities:

Executive Support (Personal Assistant Role)

• Review and propose the yearly budget for the Executive Chairman’s Office to ensure all operations and expenses are within the approved budget. Generate quarterly budget reports timely and effectively.
• Plan and execute the PR action plan – plan, arrange and deliver gifts and greetings; coordinate and facilitate VIP visitations; and build and maintain good rapport with all stakeholders.
• Handle correspondence and e-mails while accurately expediting urgent, confidential, and important communication to appropriate personnel.
• Effective appointments and time management, ensuring smooth flow of the Executive Chairman’s meeting schedules.
• Handle Executive Chairman's business travels – including proposing suitable flights, travel mode, and effective management of all accommodations and travelling needs.
• Other secretarial & confidential support – letters and memos writing, minutes of meeting, reports, circulars, maintaining a proper filing system, screening of calls, etc.
• Other matters as requested by the Executive Chairman.

Office Management

• Supervise and lead the Administration Team, ensuring efficient daily office operations and adherence to company policies and procedures.
• Monitor and manage utilities and office bills – including electricity, water, telephone, and fax services, ensuring timely payment and accuracy.
• Oversee office upkeep and maintenance – ensure the proper functioning and maintenance of office premises, facilities, and equipment.
• Manage company motor vehicles – oversee maintenance schedules, repairs, insurance renewal, and road tax management.
• Coordinate office supplies and services – including printing and stationery orders, courier services, and office refreshments to ensure cost efficiency and sufficient stock levels.
• Administer general office and motor vehicle insurance – ensuring timely renewal and adequate coverage for all policies.
• Manage rental of office equipment and related vendor contracts to ensure compliance and cost control.
• Plan and Propose the Yearly Budget for the Administration Department, monitor expenditure, and prepare periodic budget utilization reports.
• Coordinate and Oversee Office Renovations or Upgrading Projects, ensuring minimal disruption to operations and adherence to budget and timeline.

Job Requirements:

• Possesses a Bachelor’s Degree in Business Administration, Management, Secretarial Studies or an equivalent field discipline with minimum 5 years of relevant working experience.
• Proficient in Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.
• Knowledgeable in office administration systems, budgeting, procurement and vendor management.
• Familiar with managing office facilities, utilities, insurance matters and travel arrangements.
• Excellent command of written and spoken English and Bahasa Malaysia, with the ability to communicate professionally with internal and external stakeholders.
• Displays a mature and pleasant personality with strong organizational and coordination skills.
• Able to maintain confidentiality and discretion at all times.
• Proactive, resourceful and detail-oriented with the ability to multitask and work independently with minimal supervision.
• Demonstrates a high sense of responsibility, reliability and professionalism in handling sensitive matters.