Office Admin Executive

Reolink Group is establishing a regional Finance Shared Services Centre (FSSC) headquartered in Malaysia, to centralize and standardize finance operations across its global entities (Asia, Europe, and the Americas).

The Office Administrator is responsible for managing day-to-day administrative operations, overseeing procurement activities, and ensuring cost-effective purchasing practices. This role supports smooth office operations, vendor management, and compliance with company policies.

Key Responsibilities：

Administrative Support

• Manage office supplies, stationery, and equipment maintenance.

• Coordinate with internal departments to fulfill procurement requests.

• Assist in budget preparation and expense tracking for office operations.

• Source accommodation for expatriate.

• Coordinate and manage expatriate staff hostel.

• In charge of local and expatriate staff travel arrangement.

Procurement & Purchasing

• Source, evaluate, and negotiate with suppliers for office supplies, equipment, and services.

• Prepare purchase orders, track deliveries, and ensure timely procurement.

• Maintain vendor database and build strong supplier relationships. 

• Monitor office supplies inventory levels and initiate restocking when required. 

  Vendor & Contract Management

• Review contracts, quotations, and agreements to ensure favorable terms.

• Conduct periodic supplier performance evaluations.

• Resolve discrepancies in invoices, deliveries, or payments. 

Process Improvement

• Develop and implement efficient purchasing workflows and SOP.

• Identify opportunities for cost savings and operational efficiency.

• Support digitalization of procurement records and reporting. 

Requirements:

• Diploma/Degree in Business Administration or related field. 

• 2–3 years of experience in office administration or procurement. 

• Strong negotiation, communication, and organizational skills. 

• Proficiency in Microsoft Office and procurement systems. 

• Knowledge of local procurement regulations and compliance requirements. 

• Detail-oriented with strong analytical skills. 

• Ability to multitask and prioritize under tight deadlines. 

• Collaborative team player with problem-solving mindset. 

• Integrity and accountability in handling company resources.