Administration Executive

Key Responsibilities:
Attendance Management:

- Maintain accurate attendance records for all employees, including tracking

leave, overtime, and absences.
- Record daily attendance, monitor employee punctuality, and address

attendance discrepancies.
- Ensure the proper documentation of various leave types (sick leave, vacation,

personal leave, etc.) and track approval processes.
- Generate and distribute monthly attendance reports, highlighting any

discrepancies or issues for review by the Account or HR department or Senior

management.
- Monitor employee clock-in/clock-out times using attendance management

software or manual systems.

Daily Report Review:

- Review daily reports submitted by all staff members across departments.
- Ensure reports are complete, accurate, and submitted on time.
- Assess the quality of work and productivity based on the daily reports.
- Flag any issues, errors, or inconsistencies in the reports and follow up with the

respective staff members.
- Provide insights or recommendations for improvement based on the reported

data.

Salary Sheet Preparation:

- Prepare and maintain monthly salary sheets based on employee attendance,

overtime, bonuses, and deductions.
- Coordinate with the Finance departments to ensure accurate salary

calculations.

reimbursements.
- Ensure that statutory deductions like taxes, provident fund, insurance, and

other benefits are accurately deducted from employees' salaries.
- Coordinate with Accounts and Ensure the timely distribution of salary slips to

employees and resolve any payroll-related inquiries.

Reporting and Documentation:

- Prepare and submit monthly attendance and salary reports for management

review.
- Maintain accurate records of attendance, salary adjustments, and payrollrelated

transactions.

Vendor Management:

- Establish and maintain strong, positive relationships with suppliers and service

providers.
- Negotiate contracts, pricing, and terms with vendors.
- Submit minimum 3 vendors quotation to management for approval.
- Evaluate and select vendors based on performance, cost, and quality.
- Coordinate vendor meetings and communicate company requirements clearly.
- Resolve any vendor-related issues or discrepancies promptly.
- Procurement Coordination.
- Process purchase orders, track deliveries, and monitor vendor compliance.
- Ensure timely and accurate delivery of goods and services.
- Maintain an up-to-date vendor database and documentation.

Request Management:

- Acknowledge and respond to all incoming requests (internal or external) in a

timely manner.
- Evaluate and prioritize requests based on urgency and importance.
- Gather relevant information from requestors to ensure accurate understanding

of issues or needs.
- Keep track of pending requests and follow up to ensure prompt resolution.

Communication and Reporting:

- Maintain clear, professional communication with requestors throughout the

process.
- Provide regular updates to relevant stakeholders on the status of requests or

issues being resolved.
- Document all requests and their resolution steps for future reference.
- Report on recurring issues and provide recommendations to management to

address any systemic problems.

Collaboration and Coordination:

- Collaborate with internal teams, including HR, IT, BDM, Finance, and

Operations, to resolve requests and issues efficiently.
- Coordinate with external vendors or service providers when the issue requires

their involvement.
- Assist other departments with managing special requests and ensuring

seamless operations.
- support the executive team by performing a variety of administrative and

clerical duties, with a key focus on coordinating schedules, meetings, and

communications with executives' assistants

Brochure and Visiting Card Management:

- Manage the printing of brochures, visiting cards, and other related materials.
- Coordinating with external vendors, Ensure the quality of printed brochures

and visiting cards by reviewing final printed copies before distribution.
- Ensure that all print materials are in line with the company’s branding

guidelines and compliance standards.
- Inspect printed materials for consistency, colour accuracy, and overall quality.
- Coordinate the delivery or distribution of printed materials to the relevant

departments or external clients.

Documentation and Record-Keeping:

- Maintain organized and secure records of phone messages, sensitive

communications, and other administrative tasks.
- Ensure that all data, both digital and physical, is properly categorized,

protected, and archived in line with company policies.

Data Management and Entry:

- Regularly update the branches sheet/database with new data, such as contact

information, branch status, operational hours, and key personnel.
- Ensure the accuracy of information by cross-checking data from reliable

sources (e.g., branch managers, internal reports).
- Coordinate with branch managers and other