Group Admin Executive

Location:  Kuala Lumpur

Department: Human Capital & Administration

Employment Type: Full time

About the Role:

This role supports the day-to-day administrative and coordination activities across the Group. You will be responsible for handling documentation, tracking key records, and ensuring important items such as invoices, contracts, and licenses are properly managed and up to date.

You will also assist in coordinating travel arrangements, training sessions, and company activities, while working closely with different departments to ensure smooth operations. This includes supporting compliance matters, managing basic procurement, and helping to organise company events and CSR initiatives.

This role is suitable for someone who is organised, detail-oriented, and able to handle multiple tasks. It offers exposure to various business functions and is a good opportunity to learn and grow within a structured corporate environment.

Core Duties and Responsibilities:

1. Document & Asset Tracking

• Portfolio Documentation: Review and track invoices, utility bills, and tenancy agreements for all subsidiaries.
• Insurance Portfolio: Manage a diverse insurance list (e.g., group medical, hospitalization and surgery, term life, public liability, theft for F&B, marine risk etc.)
• Refund Management: Proactively monitor and manage the recovery of utility and security deposits for all subsidiaries.
• Filing and Archiving:Maintain a rigorous digital and physical filing system for all group contracts and agreements to support audit and ISO requirements.
  
  

2. Group Compliance & Licensing

• Regulatory Renewals: Ensure 100% timely renewal of various licenses across subsidiaries (e.g., CIDB, Liquor, Petronas Licenses, local council/BOMBA licenses etc.).
• Visa Coordination: Manage work permits and professional passes for a diverse workforce where required.
  
  

3. Travel & Logistics Coordination

• Travel Request:Manage travel requests ranging from corporate executive trips to site-specific employee mobilizations.
• Full Cycle Management:Manage the process from Travel Approval Form (TAF) to booking and final invoice reconciliation, ensuring costs are allocated to the correct subsidiary.
• Centralized Purchasing:Manage the procurement of pantry and stationery items, leveraging bulk-buying power where possible.
  
  

4. Training & HRDF

• Training:Identify and compare across training vendors available based on training plan provided by HC team.
• Main Liaison: Liaise with training vendors and other HODs to schedule time and arrange for necessary logistics for training.
• HRDF Management:Monitor the all-subsidiaries’ levy balances. Ensure all training claims are processed accurately.
  
  

5. Group Wide CSR & Company Events

• CSR:Propose, plan and manage group-wide CSR activities that align with the holding company’s ESG (Environmental, Social, and Governance) goals.
• Company Events:Propose, plan and manage company social events (e.g., Company dinner, gathering, team building activities).
  
  

Key Requirements:  

• Bachelor’s Degree in Business Administration, Management or equivalent
• 3–5 years’ experience in a Group Admin or Shared Services role, preferably within a Public Listed Company
• Exposure to the administrative needs of O&G (BOSIET, H2S OPITO), Engineering and Construction (CIDB) or F&B (Licensing) is a significant advantage
• Proficiency in HRD Corp e-TRiS and Microsoft Excel
• Ability to switch focus between different industry requirements and deadlines
  
  

How to Apply

If you are interested, please send your resume to hca@propelglobal.com.my

**This position will remain open until filled**