Administrative Executive – Malaysia

Key responsibilities

• CV formatting
• Post adverts correctly on job boards and website.
• Weekly admin project reviews/updates.
• Weekly check with the business re which adverts to refresh.
• Ensure database compliance of country team members.
• Create and manage Malaysia revenue file for Managing Director as a secondary record of offers made.
• Share Malaysia employee attendance data and Finance data to Finance team.
• Ensure Head of L&D, People & Operations has monthly update on leavers and joiners with all relevant salary details and exact start dates.
• Prepare End of Month and End of Year presentations in timely fashion.

Ad Hoc

• Client/Contact adding in Infinity, Contact Transfer from one client to other, Deactivating Client/Contact /Location record, merging records, linking client and contact records.
• Organize and co-ordinate company events such Birthday & offsite for Malaysia offices.
• Office management responsibilities including Arrange gifts for locally promoted employees.
• Primary point of contact for all external vendors to Malaysia office.
• Preparing and organizing the induction schedule for all new starters.
• Maintain diary for deadlines and reminders of all statutory requirements for Malaysia and Group holding legal entity and ensure submissions are met timely (company secretary / tax / licenses / immigration etc.)
• Ensure Corporate deck updates are done for Malaysia team when new leavers or starters.
• Organize name cards for team members in Malaysia.
• Organize Accounts Payable with Finance for Malaysia and ensure paid in timely fashion. Share all invoices with Finance and clarify if a local or a group cost.
• Manage Birthday & Holiday calendar – individual and statutory holidays for Malaysia.