LinkServ Sdn Bhd

roc No: 202101015189 (1415489-H)

Job title Administrative Executive

Reports to Top Management of Infotree Group of Companies

Job purpose

 Provide administrative support for Infotree Group of Companies (“the Group”).

 Assist the Accounts & Administrative Executive in Accounts & Finance matters

Core Duties & Responsibilities

The day-to-day responsibilities / duties typically include but not limited to:

1.0 Administrative Matters

● Ensures the Discretionary Authority Limits (DAL), policies and procedures are
complied by all divisional / departmental heads under their purview i.e. review and
proof read of documents, correspondence, reports, and/or presentations before
obtaining their approval/signature.

● Assist in the travel arrangements for the employees and management i.e. hotel
accommodation, visa, itineraries, flight bookings, restaurant reservations, etc.
accurately

● Type simple correspondences i.e. letters/memos/agreements and prepares

presentation materials, and reports.

● Arrange meetings i.e. booking of meeting rooms, prepare notice of

meeting/calendar, follow-up reminders etc.

● Receives and screens all incoming calls.

● Photocopy/scan and file documents accurately, with minimal error

● Responsible for document controls/record management i.e. maintains the general

filing system and file all correspondences on a weekly basis and ensure that the
documents can be located quickly when needed.

● Takes care of the Office and maintains adequate office supply/equipment i.e.
stationery, corporate items, office pantry.

● Acts as fixed asset officer.

● Manage incoming / outgoing mails including manage courier service arrangement

i.e.
— Respond to incoming emails by clients, within one hour or less, after arranging
with the IT support team on the required tasks to be undertaken.

● Prepare monthly claims for the directors, if need to, accurately with no or minimal
error between 1-5%.

office address | 19-2-2, Block I, Jalan 3/101C, Cheras Business Centre, 56100 Kuala Lumpur, Wilayah Persekutuan, Malaysia
tel | 603-2788-3620 fax | 603-2788-3621 email | info@linkserv.com.my website | www.linkserv.com.my
Job Description: Accounts & Administrative Executive

● Monitor the Expiry of the IT Service Agreement &/or Supplemental Agreement,

Rental Agreement, Leasing Agreement, or Vendor/Supplier Agreement
(“Agreement”) and inform the management one (1) month in advance before the
contract expires.

● Prepare an Agreement, if required, with zero or minimal error (between 1-5%).

● Prepare training form, communicate with relevant training providers & maintain
training records for the employees of the Group.

● Assist the Company Director in Employee Engagement Activities & CSR Initiatives,
such as preparing the name list, follow up on staff attendance, making calls to the
relevant parties, etc.

● Assist in ISO Audit yearly assessment preparation and tender documents

● Undertake any other job as and when assigned by the Senior/Top Management.

2.0 Accounts & Finance Matters

● Prepare Certificate of Payment accurately with 0-3% minimal error and obtain
approval from the management as per the DAL.

● Assist to prepare LinkServ accounts comprising invoicing, managing accounts,

quotations, debit / credit notes etc.

3.0 Sales & Marketing Matters

Work closely with the operations teams.
Prepare quotation to clients with minimal error of 2% for the overall quotations.
Follow up closely with clients prior to the quotation.
Liaise with Distributor/Vendor/Supplier
Managing the Company’s Social Media.

Job Specifications: Experience, Education Qualification, Knowledge, Skills and

Abilities

Education Qualification
 Degree in Finance, Business or Accounting.

 Master in Business Administration or Certified Practicing Accountant (CPA) is an added

advantage.

office address | 19-2-2, Block I, Jalan 3/101C, Cheras Business Centre, 56100 Kuala Lumpur, Wilayah Persekutuan, Malaysia
tel | 603-2788-3620 fax | 603-2788-3621 email | info@linkserv.com.my website | www.linkserv.com.my
Job Description: Accounts & Administrative Executive

Experience

Above 2 years of experience in related field.

Knowledge
Possess proficient knowledge in the following areas:

 Computer literate
(i.e. Microsoft Office - powerpoint, excel and words)

Skills & Abilities

 Act honestly and avoid negligence in the job.

 Communication skills – Fluent in English & Bahasa Malaysia.
 Demonstrate good judgment and good problem-solving skills.
 Presentation skills
 Good interpersonal skills
 Able to organize tasks, set priorities, meet deadlines and manage multiple tasks
 Resourceful
 Attention to detail
 Able to work under pressure
 Able to travel abroad
 Possess creative and lateral thinking skills

Personal Attributes

 Have an eye for detail

 Honesty & Integrity
 Adaptability
 Problem solving
 Positive Attitude
 Confident
 Dependability
 Self-motivated

Working conditions & Physical requirements

Working Conditions : Involves sitting for long hours and requires extensive use of
Computer
: Must be able to work long hours/odd hours as and when required

Physical Requirements: Good health condition to perform daily tasks.

office address | 19-2-2, Block I, Jalan 3/101C, Cheras Business Centre, 56100 Kuala Lumpur, Wilayah Persekutuan, Malaysia
tel | 603-2788-3620 fax | 603-2788-3621 email | info@linkserv.com.my website | www.linkserv.com.my
Job Description: Accounts & Administrative Executive

Direct Report

Reports to the Directors on a regular basis.

Approved by: Director/CEO

Date approved: 01/02/2023

Reviewed: -

Ideally, a job description should be reviewed annually and updated as often as necessary.

______________________________ ___________________________
Employee’s Name & Signature Superior’s Name & Signature

office address | 19-2-2, Block I, Jalan 3/101C, Cheras Business Centre, 56100 Kuala Lumpur, Wilayah Persekutuan, Malaysia
tel | 603-2788-3620 fax | 603-2788-3621 email | info@linkserv.com.my website | www.linkserv.com.my