Administrative Executive

Software International Corporation

Malaysia, Kuala Lumpur

2-4 Years

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Posted 4 days ago
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Job Description

Work Location

Bukit Jalil, KL

Job Highlights

Friendly and Supportive Environment
Minimum 18 days Annual Leave
Annual Performance Bonus & Increment

Role Objective To oversee corporate travel governance, tenancy administration, documentation control, and corporate merchandise management to ensure cost efficiency, compliance, and administrative accountability.

Responsibilities

a. Corporate Travel Governance & Cost Control

Prepare minimum three-option fare comparisons for all travel bookings.

Verify passport validity, visa requirements, and travel documentation prior to booking.

Obtain approved Travel Request (TR) before ticket issuance.

Review routing, dates, and passenger details for accuracy prior to confirmation.

Liaise with appointed travel agents and research suitable hotel options within approved budget.

Maintain Master Travel Tracker (cost, approvals, purpose, dates).

Conduct post-travel cost reconciliation and monitor expenditure trends.

b. Tenancy & Contract Administration

Manage tenancy agreements, renewal tracking, and critical date monitoring.

Maintain structured filing of contracts, service agreements, and warranties.

Initiate renewal processes in advance to prevent lapses.

Ensure proper documentation is in place for financial and audit compliance.

c. Corporate Documentation & Compliance Control

Maintain centralized digital and physical documentation system.

Ensure approval documentation is attached prior to submission of payments.

Maintain trackers for contracts, approvals, renewals, and key deadlines.

Support audit preparation by ensuring documentation completeness and accuracy

d. Corporate Merchandise & Onboarding Kit Management

Oversee procurement and inventory control of company merchandise (corporate shirts, table calendars, branded materials).

Maintain size inventory register and issuance log.

Prepare and coordinate new joiner onboarding kits in alignment with corporate standards.

Conduct periodic stock reconciliation to prevent excess or shortages.

e. Cross-support with daily operations

Provide cross-support on other daily operational matters to ensure smooth departmental operations and workload continuity.

Requirements

Diploma or Bachelor's Degree in Business Administration, Management, or related field.
Minimum 23 years of experience in administrative, operations, or office management roles.
Experience handling corporate travel arrangements, including flight bookings, hotel coordination, and travel documentation checks.
Strong organizational and documentation management skills, with experience maintaining trackers, contracts, and compliance records.
Proficient in Microsoft Office (Excel, Word, PowerPoint) for reporting, tracking, and documentation.
Good coordination and communication skills to liaise with vendors, travel agents, and internal stakeholders.
Detail-oriented with strong time management, able to manage multiple administrative processes and deadlines.

Why You'll Love Working With Us