ADMINISTRATIVE EXECUTIVE

JOB SUMMARY

As part of the Project Integration team of the Project Integration Division (PID), which is responsible for the strategic and large capital investments of Port of Tanjung Pelepas (PTP), the Administrative Executive will be responsible for managing daily administrative tasks and ensuring the smooth functioning of office operations. As an Administrative Executive, the role is responsible for providing support to executives and management, working closely with various departments, managing the schedules of the Head of Division, organizing key meetings, maintaining confidentiality, and effective communication.

JOB DESCRIPTION

1. Coordinate and schedule meetings, appointments, and travel arrangements for senior executives and staff members.

1. Oversee office supplies inventory and place orders when necessary.
2. Asset control representative and collaborate with FSD for the joint sighting, tagging, and record of company assets assigned to PID, including handling the disposal process.
3. Prepare yearly estimates, raise requisitions, and manage the collection and issuance of PPE & uniforms promptly.
4. Work closely with the Contract section on yearly IT resource allocation and liaise with the IT division on escalations raised via the system.
5. Support with logistic preparations for new hire onboarding.
6. Arrange and coordinate with internal stakeholders for office facility or equipment malfunction.
7. Ensure meeting rooms are adequate and well-equipped to support meetings.
8. Ensure cleanliness of office areas, including toilets, meeting room, and pantry.
9. Continually improve competency skills and develop innovative practises or techniques to enhance knowledge.
10. Annual renewal for CIDB card as per safety requirement in PTP IMS compliance audit.
11. Observe quality control, safety rules and practices on site.
12. Effectively execute other duties assigned by the Supervisor.

REQUIREMENTS

1. Certificate/Diploma in Administrative Management or related field.
2. Preferably 3 years or more experience in an administrative function or other relevant support experience.
3. Proven experience as an Administrative Executive, Administrative Assistant or similar role.
4. Excellent organizational and time management skills with the ability to prioritize tasks effectively.
5. Ability to maintain confidentiality and handle sensitive information with professionalism.
6. Proficient use of MS Office suite of applications.
7. Familiarity with or hands-on experience with Power BI would be an added advantage.
8. Strong written and verbal communication skills in English and Malay.
9. A positive attitude, exceptional interpersonal skills, and a customer service approach.
10. Fresh degree/diploma holders are encouraged to apply.