Secretary/ Senior Admin Executive

Responsibilities:Efficiently manage and organize incoming and outgoing email correspondence, ensuring timely and accurate responses.Draft, format, and distribute reports, presentations, and official documents.Implement and manage an efficient filing and e-filing system, ensuring that documents and records are stored securely and can be easily retrieved when needed.Organize and coordinate appointments, meetings, and events for internal stakeholders and external parties, ensuring all logistics are handled smoothly.Accurately prepare, transcribe, and distribute meeting minutes, capturing essential discussion points and action items for follow-up.Manage the flow of communication both within the mall's operations team and externally with tenants, vendors, and other stakeholders. Ensure that important updates, policies, and operational notices are communicated effectively to mall tenants, vendors, and other relevant parties.Oversee the processing and tracking of invoices related to operational expenses. Ensure timely payment of all departmental invoices, maintaining accurate records for auditing purposes.Manage and reconcile petty cash for the department, ensuring that all expenses are properly documented and processed in accordance with company procedures.Track driver attendance and coordinate any claims or reimbursements related to transportation, ensuring all claims are processed in a timely and accurate manner.Serve as a key point of contact for mall tenants, providing support on operational issues, addressing concerns, and escalating matters to the Director of Operations when necessary.Ensure that tenants are kept informed of any changes to mall policies, operational hours, maintenance schedules, or other relevant updates.Requirements: Candidate must possess at least a Diploma in Secretarial/Business Administration or equivalentMinimum 3 years of working experience in the related fieldAble to multitask and work within the tight deadline in a fast-paced environmentProficient in both oral and written English and Bahasa MalaysiaProficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Able to work independently under minimal supervision