Overview
Administrative and Accounts Executive Jobs in Bayan Lepas, Penang, Malaysia at FILPAL
Title: Administrative and Accounts Executive
Company: FILPAL
Location: Bayan Lepas, Penang, Malaysia
Job Summary
The Administrative and Account Executive plays a vital role in providing comprehensive administrative and accounting support across the company and its group of companies and affiliated entities (the “Group”). This role is responsible for handling government and general applications, resource procurement, visitor coordination, documentation, payment processing, financial administrative tasks, and providing direct support to the Management within the group. This role requires the incumbent to be problem-solving minded, organized, proactive, detail-oriented, self-disciplined, and organizationally minded, with the ability to multitask effectively and prioritize the interests of the Group in a fast-paced environment.
Key Responsibilities:
1. Office Administration & Operations
Manage indirect purchases and office resources procurement.
Monitor, replenish and manage office supplies and equipment.
Monitor office cleanliness and coordinate with the designated cleaner while performing ad-hoc tidying, rearranging of furniture/items, and minor maintenance works to maintain a conducive and professional working environment.
Answer and direct incoming calls and inquiries to appropriate contacts across the company and its group of companies.
Handle incoming and outgoing calls, mail and deliveries efficiently across the company and its group of companies.
Assist in company expansion-related administrative arrangements.
2. Documentation & Administrative Support
Generate, process and manage sales cycle documents, including Quotations, Incoming Purchase Orders (PO), Invoices, Delivery Orders, Official Receipt and etc.
Manage Non-Disclosure Agreements (NDAs).
Maintain accurate physical and electronic filing systems, records, and databases with high confidentiality.
Prepare forms, correspondence, memos, reports, and presentations.
Schedule and coordinate meetings, appointments, and events (physical and virtual).
3. Government and General Applications & Compliance
Handle and coordinate various government and non-government applications and submissions, including Grant applications, Membership Renewal, Registration as New Supplier, and Verification Letters and registrations with professional associations and other organizations.
Prepare, compile, and submit all necessary supporting documents for government, regulatory, and general application requirements to ensure timely processing, approval and compliance.
4. Visitor & Stakeholder Coordination
Coordinate visits by Suppliers, Investors, Customers, and VIPs, including scheduling, preparation, and hospitality arrangements.
Provide administrative support during VIP and visitor engagements.
Welcome and assist visitors with professionalism and courtesy.
5. Management Administrative Support
Assist the Management with travel arrangements and accommodations.
Prepare and complete Management’s claim forms and related documentation.
Provide direct administrative assistance to the management as required.
6. Finance & Accounting Support
Raise payments and assist in payment processing.
Monitor and verify incoming payments.
Liaise with banks for outgoing and incoming payments, including special bank rate approvals and submissions.
Assist in bank guarantee applications.
Liaise with customers to request necessary information for e-invoice submission and ensure compliance with MyInvois requirements.
Collaborate with the Company Accountant for expense queries and accurate financial record-keeping.
Assist in documentation and preparation of financial reports.
7. Communication and Coordination
Foster effective communication within the team to facilitate smooth workflow and coordination.
Handle inquiries and requests from internal and external parties promptly and professionally.
8. Problem Solving and Initiative
Proactively identify and address administrative challenges, proposing process improvements as needed.
Take initiative to complete tasks and follow up on outstanding items.
Qualifications:
Bachelor's degree in Business Administration, Office Administration, or a related field preferred.
Skillsets:
Proven experience in administrative support roles.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Strong organizational and multitasking skills, with a keen eye for detail.
Excellent communication and interpersonal abilities.
Ability to work independently and in a team collaboratively in a fast-paced environment.
Familiarity with office equipment and procedures.
Knowledge of accounting principles and experience with expense tracking systems is an advantage.
Strong organizational and multitasking skills with high attention to detail.
Proactive, self-disciplined, and problem-solving oriented.
Excellent communication and interpersonal skills (both written and verbal).
Good command of English and Bahasa Malaysia (spoken and written).
Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
Experience in e-invoicing (MyInvois), accounting software with basic accounting/finance support.
Ability to handle confidential information with integrity.
Familiar with government applications, procurement processes, and banking procedures.
