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Executive, Receptionist cum General Admin

Email mycareers@carlsberg.asia for more info, or to submit your application

Responsible for providing effective and efficient customer service and administrative support to the respective stakeholders.
Responsibilities: 
Reception (30%)
  • Answer all incoming calls professionally and connect to the respective stakeholders
  • Greet guests/ visitors politely and direct them to the respective hosts
  • Ensure updated periodicals are placed at the magazine rack
  • Maintain a neat and tidy reception area, clearing up any clutter on a on-going basis, for a professional and comfortable general office space
Facilities & General Admin (40%)
Cleaning Services
  • To manage the third party service provider and its Supervisor to ensure delivery of satisfactory services according to Service Level Agreement
Canteen
  • To manage the third party service provider (operator) and its Supervisor to ensure adequate foods and beverages of quality are served at the agreed pricing
  • To conduct periodical checks on the cleanliness, including but not limited to the premises of canteen and kitchen, dining area, store, utensils and equipment
  • To replace and/or replenish kitchen utilities, including but not limited to cutleries, Chinese tea leaves, fuel gels
  • To process and submit monthly canteen claims submitted by the operator for payments to be made by Finance department
Courier & Dispatch Service
  • Ensure documents are couriered timely to sales depots, overseas destinations and other areas as requested by stakeholders
  • Submit courier’s credit notes (CN) and Invoices for monthly payment by Finance department
  • Coordinate with third party service provider personnel to carry out the daily routines i.e. monitor despatch activities in Klang valley including but not limited to collection of documents to/from all departments, agencies, government offices, external offices
  • Ensure letters for posting are labelled with postage stamps (vide normal mail, vide registered mail, vide AR registered mail) as per instructions
  • Manage the upkeep of Company’s van for despatch purposes
  • Coordinate/sort incoming mails and documents for further distribution into the pigeonholes
Mineral Water Dispenser
  • Coordinate with vendor on the routine maintenance to all departments in admin building
  • To raise Payment Requisitions (PR) and Goods Received Notes (GRN) in SAP system
Newspaper & Magazines
  • Perform order and coordinate with the vendor for newspapers/ e-newspapers & magazines
  • Prepare monthly schedule for payment by Finance department
Sundries for Admin Building
  • Ensure sufficient stock level of toilet rolls, garbage bags, hand wash liquid for use in admin building
  • To request PR & GRN for sundries in SAP system
Stationery Management
  • Ensure sufficient stock level for printed forms, letterhead, envelopes, photocopy paper, and replenish them as & when required
  • Coordinate and order company business cards for employees
  • Consolidate stationery requests for HR department and order on a monthly basis
License Renewal (yearly)
  • Renewal of admin building related licenses, including but not limited to operating business licenses, company business signages, weighting calibration certificates, food and sugar related storage licenses
HR Admin (30%)
Department Coordinator
  • Provides administrative support which includes checking of claims, coordinating meetings, travels, updates organisational chart, business cards, ID tag and processes purchase orders to the department.
Admin Budget
  • To work with HR Operations team to review Admin budget on quarterly basis.
  • Admin budget includes of HR expenses, canteen expenses, sundries, newspaper, postage, courier etc
  • Monitor quarterly expenses to ensure the utilisation are within budget
Staff Medical Claim
  • To validate & submit claim to medical service provider.
  • Follow up for rejected/dispute on claim
People
  • This role does not have direct people management responsibilities.
Others
  • Provide other support as needed
  • Assume responsibility for any ad-hoc tasks as directed
  • Collaborate with other internal and external resources as appropriate
Requirements: 
  • At least 1 to 3 years of relevant working experience in administrative duties
  • Diploma in Business Studies/Administration/Management, Secretarial or equivalent
  • Good command of written and spoken English & Bahasa Malaysia
  • Mature, independent and results-oriented
  • Good in MS Word, Excel and Outlook
  • Possess strong organisation skill and meticulous
  • Pleasant personality with good interpersonal and communication skills
  • Organised and meticulous
  • Required skill(s): MS Office, SAP 

Job Details:

Workplace
Shah Alam, MY

Job type
Permanent

Part time / Full time
Full Time

Working Time
Monday - Thursday 8:15am - 5pm
Friday 8:15am - 4pm

 

We regret to inform only shortlisted candidates will be notified.