Company Description
Affintive (AU & MY) is a cloud accounting & digital CxO services firm based in Petaling Jaya. Our mission is to empower founders and business owners by reducing the burden of managing their business operations. We provide reporting and insights on financial health and growth, as well as process improvement to increase efficiency. We also offer leadership coaching and technological innovation to help businesses stay relevant in a fast-changing world.
Role Description
This is a full-time hybrid role for an Office Administrator at Affintive (AU & MY). The Office Administrator supports the daily operations of all office & HCA related matters, ensuring a smooth and efficient work environment for the team. This role is located in Petaling Jaya.
Responsibilities: General Administrative Support: Manage emails, and other correspondence in a professional and efficient manner.Initiate and conduct surveys among the staff, analyse and provide feedback, and identify areas for improvement.Develop office policies & protocols for employees to adhere.Employee Onboarding & Offboarding: Coordinate IT equipment setup for new employees and its removal for departing employees.Manage asset tags and maintain an accurate inventory list.Ensure a smooth and comprehensive onboarding/offboarding experience for all staff.Procurement: Manage and replenish pantry supplies (groceries) and office supplies/essentials (stationery, equipment, tools and furniture).Research and vendor selection based on price, quality and delivery options.Liaise with vendors to request quotes, negotiate pricing and confirm orders.Ensuring orders are placed within budget guidelines, track orders and follow up on deliveries.Update inventory records upon receipt of supplies.Office/Vendor & Contractors Management: Handle inquiries, oversee, follow up, and liaise with external parties (vendors and contractors) regarding:Office maintenance (repairs, layout & design)Equipment/item purchases and deliveriesMaintain a clean, organized, and pleasant office environment by coordinating office cleaner/tea lady schedules and manage their workload/output.Logistics: Organize corporate business trips for employees, including:Travel arrangements/itineraries.Visa applications.Accommodation bookings.Venue and catering arrangements.Meeting & Event Coordination: Oversee the booking of meeting rooms and coordinate departmental meetings.Coordinate and arrange office events (birthdays, team building, holidays, townhall etc.) including decorations, vendor management & payment, catering arrangements.Financial Records Management: Process invoices, bills, and receipts, data entry; ensure accuracy of records on a monthly basis.Prepare relevant reports and presentations by collecting, analysing, and summarising information gathered for senior management review.Organize and maintain company documents and files in a secure and efficient manner (electronic and physical).Governance: Ensure the SO 270001 & ISMS Compliance & Standards are met.Additional Tasks: Perform ad-hoc tasks and provide support as assigned by the supervisor and upper management.About You: Education level: Bachelor's degreeExperience: Minimum 5 years of experience in an administrative role.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Digital Savvy: Must be able to utilise software applications and online platforms, familiar with document management systems and cloud-based tools.Possess knowledge on ISO 270001 & ISMS Compliance & Standards. Strong written and spoken English for effective communication with clients and stakeholders.Mandarin language proficiency is a plus for communication with native speakers.Laser focus and self-starter mentality.Effective time management skills with the ability to prioritize workload independently.Strong dedication to producing high-quality work.Excellent communication skills for interacting with internal and external parties.Meticulous attention to detail and accuracy.Salary: RM3,500.00 – RM5,000.00.
Benefits: Encash unutilised Annual Leave.Work from home allowance.Come to office allowance.Study leave.Exam leave.Gym membership.