Executive Admin

We are looking for a proactive and detail-oriented Executive Admin to support the daily operations of our Pre-Print department. In this role, you will be responsible for managing documentation, coordinating communications, supporting purchasing activities, maintaining inventory records, and ensuring the smooth distribution of color proofs and standards. This is an excellent opportunity for someone who enjoys organization, multitasking, and working closely with cross-functional teams in a dynamic manufacturing environment.

Key Responsibilities

1. Document & Records Management

• Organize, maintain, and update department files, records, and documentation.

• Ensure technical documents, reports, procedures, and customer records are properly filed and easily accessible.

• Maintain document version control and archive obsolete documents according to company procedures.

• Support document retrieval requests from internal stakeholders.

2. Email & Communication Coordination

• Manage and organize the department's email inbox and communication channels.

• Screen, prioritize, and distribute incoming emails to the appropriate personnel.

• Follow up on pending communications to ensure timely responses.

• Maintain records of important correspondence and communication history.

3. Purchasing Administration

• Prepare and submit Purchase Requisitions (PR) in accordance with company procedures.

• Coordinate purchasing requirements with relevant departments.

• Track PR status and follow up to ensure timely processing and delivery.

• Maintain purchasing records and provide status updates when required.

4. Inventory Administration

• Monitor inventory levels of office supplies, consumables, and operational materials.

• Maintain accurate inventory records and update inventory databases.

• Coordinate stock replenishment to prevent shortages.

• Conduct periodic inventory checks and support inventory reconciliation activities.

5. Color Proof & Color Standard Distribution

• Coordinate the preparation and distribution of color proofs, color targets, and color standards to customers, suppliers, and production sites.

• Prepare shipping documentation and maintain shipment records.

• Track deliveries to ensure successful and timely distribution.

• Maintain traceability records for distributed color references and approvals.

• Coordinate with internal teams regarding proof approvals and color standard requirements.

6. General Administrative Support

• Provide day-to-day administrative support to the Pre-Print Manager and department.

• Prepare reports, presentations, and other administrative documents.

• Support departmental projects and continuous improvement initiatives.

• Perform other administrative duties assigned by management.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Administration, Management, or a related field.

• Minimum 1–3 years of experience in an administrative or office support role.

• Fresh graduates with strong administrative skills are welcome to apply.

Key Competencies that We Also Look For

• Strong organizational and administrative skills.

• Excellent attention to detail and accuracy.

• Good communication and coordination skills.

• Proficient in Microsoft Office and computer-based systems.

• Able to manage multiple tasks and prioritize effectively.

• Strong follow-up and problem-solving abilities.

• Able to handle confidential information with professionalism and integrity.