Administration Executive (Kuching, Sarawak)

Job Description

Key Responsibilities:

1. Administrative Support to General Manager

• Provide day-to-day administrative support to the GM, including scheduling, meeting coordination, and correspondence.
• Prepare reports, presentations, and business documents as required.
• Follow up on action items and deadlines across departments.

2. Documentation \& Coordination

• Manage and maintain proper filing of purchase orders, contracts, invoices, delivery orders, supplier and client documentation
• Ensure proper documentation flow between procurement, sales, warehouse, and finance teams.
• Assist in preparing internal reports (sales, procurement, inventory summaries).

3. Operational Coordination

• Act as a coordination point between:
• Procurement team
• Sales team
• Warehouse/logistics team

• Finance/accounts

• Track order status and assist in ensuring smooth execution.

4. Basic Finance \& Reporting Support

• Assist in invoice processing, payment tracking, and document submission to finance.
• Monitor and follow up on outstanding documents (e.g., signed DOs, invoices).
• Support data compilation for reporting and analysis.

5. Office \& Administrative Management

• Manage office administration matters (supplies, filing systems, records).
• Ensure proper record-keeping for audit and compliance purposes.
• Support HR/admin tasks if required (e.g., onboarding coordination, attendance records).

6. Stakeholder Communication

• Liaise with suppliers, clients, and internal teams on documentation and coordination matters.

• Handle basic inquiries and escalate issues when necessary. Job Requirements

• Minimum Diploma or Bachelor’s Degree in Business Administration, Management or relevant qualifications appropriate to the position from an accredited college.

• With minimum 2 – 4 years’ working experience in a similar capacity preferably from a building and construction industry
• Conversant in bilingual languages, namely English and Bahasa Malaysia.
• Must have good interpersonal and communication skills with strong inclination towards quality management practices
• Knowledgeable in ISO 9001, ISO 45001 and ISO 14001 Standard and provide unlimited support for the implementation and on-going maintenance for the Company’s Quality, Environmental, Safety \& Health Management System (QESHMS).
• Must have some knowledge of general office duties.
• Must be computer literate and familiar with MS Office Applications
• Experience in trading, construction, or logistics environment is an advantage

We believe in big buildings and even bigger dreams at GDB. Contact our HR at [email protected].