Admin Executive

Job Summary The Admin Executive is a key operational role responsible for managing and overseeing the smooth, efficient, and compliant day-to-day administrative functions of the office. This position carries ownership of office administration, front-of-house management, procurement processes, facility coordination, vendor management, and corporate logistics, ensuring all activities are executed in a structured, cost-effective, and service-oriented manner. The incumbent is expected to uphold high standards of professionalism, operational control, and administrative governance by ensuring proper record management, timely renewal of licenses, effective budget monitoring, and adherence to internal policies and procedures. The role also supports the ALC management team in implementing administrative frameworks, improving operational efficiency, and maintaining audit readiness. This position requires a proactive and resourceful individual who can operate with minimal supervision, coordinate across departments and external vendors, and contribute to continuous improvement initiatives within the administrative function. In addition, the role is required to undertake ad hoc assignments and cross-functional responsibilities as directed by the superior or Management to support overall organizational objectives. 1) Key Responsibilities a) Reception & Front Desk Management • Oversee front desk operations, ensuring all visitors, clients, and external parties are received professionally and in accordance with company protocols. • Manage and monitor all incoming calls, enquiries, and communications, ensuring accurate routing and timely responses. • Supervise handling of incoming and outgoing mail, courier services, and deliveries with proper documentation and tracking. • Ensure reception and common areas are consistently maintained to reflect a professional corporate image. • Administer visitor access control, logs, and passes in compliance with internal security and audit requirements. b) Administrative & Office Management • Manage and oversee daily office administrative operations, ensuring a safe, efficient, and well-maintained work environment. • Monitor and control office supplies, pantry items, and inventory through proper tracking, planning, and cost management. • Act as the primary coordinator with building management and service providers for maintenance, repairs, and facility-related matters. • Ensure proper upkeep and utilization of office assets, facilities, and administrative systems. • Support and enforce administrative policies, procedures, and internal controls across the organization. c) Procurement & Vendor Management • Oversee and manage the end-to-end procurement process for administrative goods and services, ensuring compliance with company procurement policies. • Source, evaluate, and recommend vendors based on pricing, quality, service delivery, and compliance standards. • Maintain vendor database, contracts, and performance records, ensuring proper documentation and governance. • Negotiate with vendors to achieve cost efficiency and service quality while maintaining long-term relationships. • Monitor vendor performance and resolve issues relating to delays, quality, or non-compliance. d) Budget & Financial Administration • Support the preparation, monitoring, and control of the departmental administrative budget. • Track expenses against budget allocations and identify variances, providing insights and recommendations where necessary. • Review and process invoices, ensuring accuracy, completeness, and correct allocation to cost centres. • Maintain proper financial and administrative records in compliance with audit and internal control requirements. e) Corporate Events & Logistics • Plan, coordinate, and oversee logistical arrangements for company events, meetings, training sessions, and corporate functions. • Manage travel arrangements, including flights, accommodation, and transportation, ensuring cost efficiency and compliance with company policies. • Ensure all logistics are well-coordinated, timely, and aligned with organizational standards. f) Records, Compliance & Reporting • Maintain and administer company administrative records, ensuring proper filing, version control, and accessibility. • Monitor and track the validity of company licenses, permits, and certifications, ensuring timely renewal and compliance. • Support compliance-related administrative processes, including maintaining registers and tracking key deadlines. • Prepare and consolidate administrative and expense reports for Management review. • Ensure all documentation and records are maintained in an audit-ready condition. g) General Support • Provide comprehensive administrative and coordination support to the ALC Manager and related functions within the department. • Support implementation of administrative initiatives, process improvements, and governance practices. • Conduct basic research or data compilation as required to support decision-making. • Attend to and efficiently complete ad hoc tasks assigned by superiors or Management in a timely and professional manner. 2) Authorities • Authorized to initiate, coordinate, and process purchase requisitions and procurement activities within approved budgets and company policies. • Authorized to source vendors, obtain quotations, and conduct preliminary evaluations in line with procurement guidelines and approval limits. • Authorized to verify and certify receipt of goods and services, ensuring compliance with required specifications and standards. • Authorized to access, manage, and maintain administrative records, company licenses, and departmental documentation for operational purposes. • Authorized to coordinate logistics, travel arrangements, and event planning within approved budgets and company guidelines. • Authorized to liaise and coordinate with internal departments and external vendors to ensure smooth administrative operations. • Autho… Job details • Contract: Permanent • Working hours: Normal Hour, up to 40 hours a week • Openings: 1 • Closes: 2026-11-07 About MISARMA ENTERPRISE SDN BHD (50-250 employees) Misarma Enterprise Sdn Bhd (MSM) is a wholly private Malaysia-owned and well-established company since 2009 engaging in construction, marine and oil & gas related industry. It is located at a wholly owned private wharf which, strategic location alongside the Miri Baong river, standing with it’s affiliate companies, Misarma Marine Sdn Bhd and Misarma Supply Sdn Bhd which focused on different sector. The establishment inaugurated as head office in Miri, Sarawak has rapidly expanded its business to Bintulu (Sarawak) and Kuala Lumpur Misarma Enterprise is specialise in timber and engineering sector to provide its client with variety of services. The main goal is to offer clients with one-stop services by provind necessary equipment and services. We also provide wide range of repair, installation and maintenance services for marine vessel, deck and engineering by keeping our workshop and wharf in close proximity to maximize quick and flexible service to our clients