Corporate Affairs Admin

COMPANY OVERVIEW

One of the retail companies is hiring Corporate Affairs Officer based in Bukit Bintang, Kuala Lumpur. You will be responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The position requires managing administrative tasks, maintaining office systems, handling communications, and supporting overall office management processes.

JOB RESPONSIBILITIES

• Supervise the continuous maintenance of the management office to ensure a suitable, secure, and tidy working environment for staff.
• Ensure efficient operation of overall office management processes.
• Develop and refine administrative systems to enhance efficiency and address administrative issues.
• Answering telephone calls and directing calls to the relevant persons and oversee support services.
• Handle incoming and outgoing mail, including courier services, and manage supplies such as envelopes and consignment notes, as well as sort and distribute mail.
• Order, track, and stock office supplies including stationery and food inventory as well as act as main point of contact for all vendors.
• Manage the acquisition, distribution, and storage of office equipment and supplies.
• Maintain relationships with quality vendors that are reliable and cost effective.
• Oversee the preparation, analysis, negotiation, and review of contracts related to the purchase or sale of office equipment, materials, supplies, products, or services.
• Oversee records management (soft copy and manual filing systems), communications system management, security, recycling, and transportation services.
• Coordinating office policies and procedures
• Supervise overall office maintenance, including planning for both short and long-term needs, and scheduling periodic preventive maintenance.
• Preparing and processing monthly invoices and billing
• Monitor and facilitate security measures for Information Technology related matters.
• Manage meeting rooms including reservation schedule.
• Facilitate new employee onboarding especially in matters relating to IT.
• Arrange travel arrangements for employees, both domestic and international, including airfare, Accommodation, and ground transportation.
• Handling documents management and entertainment expenses related matters.
• Oversee office renovation projects and responsible for planning workspaces.

• Carry out any additional duties assigned by superiors deemed appropriate for this role.

JOB REQUIREMENTS

• Diploma or bachelor's degree in business administration, management, or a related field.

• 2-3 years of experience in a similar role managing administrative tasks and office operations.

• Fresh graduates encouraged to apply.

• Effective communication and interpersonal skills.

• Strong organizational skills.

• Ability to work under pressure to meet deadlines and targets.

• Proficient analytical and problem-solving skills.

• Ability to work independently.