Results-driven Senior Office Administrator with over 10 years of experience enhancing operational efficiency and streamlining processes. Skilled in managing daily office operations and fostering collaboration through effective communication and project management. Focused on optimizing office procedures and supporting executive teams to adapt to organizational needs and drive results.
Hi, I’m
Arliana Alias
Senior Office Administrator
Kuala Lumpur
Summary
Overview
24
years of professional experience
Work History
Nubitel Technology Sdn Bhd
Senior Office Administrator
10.2014 - Current
Job overview
- Develop, implement, and periodically review Standard Operating Procedures (SOPs) and best practices to ensure the efficient operation of office administration, systems, and equipment.
- Prepared reports and maintained comprehensive documentation, including tenancy agreements, office equipment records, insurance policies, staff claims, and other administrative documents to ensure regulatory compliance and operational efficiency.
- Manage and coordinate the application and renewal of permits, business licenses, company vehicle insurance and road tax, general insurance policies, and maintenance service contracts with government agencies, local authorities, and vendors.
- Administered employee medical insurance and staff benefit programs, managing new enrolments, policy renewals, and coordination with insurance providers/brokers to ensure optimal coverage and employee satisfaction.
- Ensure a clean, safe, and well-maintained office environment, including the proper functioning of electrical installations, lighting, internet connectivity, office facilities, and equipment.
- Maintain and organize office records and filing systems, including vendor files, contracts, job files, and other company-related documentation.
- Procure office supplies, pantry items, office equipment, and other operational requirements while ensuring cost-effective purchasing.
- Prepare official letters, administrative documents, contracts, and agreements as required.
- Assist the Finance Department in credit collection and payment follow-ups.
- Oversee the maintenance and servicing of office facilities and equipment to ensure smooth daily operations.
- Liaise and coordinate with contractors, suppliers, service providers, agents, building management, and relevant government authorities.
- Manage the execution, stamping, safekeeping, and proper filing of all agreements and legal documents.
- Collaborate closely with the Human Resources Department on employee-related administrative matters.
- Plan, coordinate, and conduct onboarding, induction, and orientation sessions for new employees, ensuring they are familiar with company policies, procedures, office facilities, and administrative processes.
- Coordinate employee training arrangements, including training registrations, HRD Corp claims, training logistics, and communication with training providers.
- Support the implementation and maintenance of the Information Security Management System (ISMS), including coordinating documentation, awareness programs, internal audits, compliance activities, and ISO-related administrative requirements.
- Planned, organized, and coordinated company events, employee engagement activities, internal celebrations, meetings, and corporate functions to enhance team cohesion and company culture.
- Supported internal projects and cross-functional initiatives through various administrative tasks.
- Executed various ad-hoc duties and responsibilities as directed by management.
N.A.K System Distribution (M) Sdn Bhd
Marketing Executive
05.2012 - 09.2014
Job overview
- Managed client accounts for oil and gas companies in Malaysia, ensuring tailored marketing strategies that meet their specific needs.
- Interpreted and analyzed client requirements to tailor marketing strategies and solutions that align with their objectives.
- Conducted market research and competitor analysis to stay updated on industry trends and identify new opportunities.
- Collaborated with internal teams (e.g., sales, product, operations) to align marketing efforts with business goals.
- Built and maintained solid customer and business relationships, delivering superior service to clients, ensuring client satisfaction and retention.
- Managed client communications, preparing presentations, reports, and other marketing materials as needed.
- Assisted in planning and organizing promotional events, conferences, and product launches to enhance company exposure.
- Created and executed marketing campaigns that increased brand visibility and engagement among target audiences.
- Led the negotiation and coordination of tender and contract terms, preparing and formally presenting competitive tender bids.
- Conducted consistent follow-up with clients, providing updates on tender progress and addressing any queries or concerns.
- Managed client communications, prepared presentations, reports, and other marketing materials.
- Coordinated promotional events, conferences, and product launches to maximize company exposure and strengthen market presence.
Stream Enterprise
Retail Store Manager
04.2011 - 04.2014
Job overview
- Supervised and trained staff, ensuring team members understood company values, product knowledge, and customer service standards.
- Reviewed staff performance, providing feedback and coaching to enhance effectiveness and align with team goals.
- Regularly reviewed staff performance, offering constructive feedback and coaching to improve individual and team effectiveness.
- Fostered a high-performance culture, motivating and inspiring staff to achieve individual and team goals, consistently meeting or exceeding sales targets.
- Collaborated with team leads to set, monitor, and achieve team-specific goals, ensuring alignment with overall store objectives and sales targets.
- Managed customer loyalty programs, engaging with returning customers and encouraging repeat business.
- Displayed merchandise in an aesthetically appealing manner, ensuring optimal layout and product visibility to maximize sales potential.
- Developed and implemented visual merchandising strategies to enhance the store’s overall appearance and maintain brand integrity.
- Organized and coordinated sales events, promotions, and product demonstrations to drive traffic and engage with customers.
- Analyzed sales data to identify improvement opportunities, optimizing product placement and informing strategic recommendations.
- Ensured compliance with company policies, industry regulations, and health & safety standards, maintaining a safe and organized work environment.
- Monitored retail operating costs, budgets, and resources, ensuring effective cost control while maintaining store standards and customer satisfaction.
- Managed customer loyalty programs to engage returning customers and foster repeat business through personalized interactions.
- Wrote detailed sales and customer feedback reports, analyzing trends and making strategic recommendations for improvements.
Green Packet Berhad
Human Resources Assistant
11.2010 - 03.2011
Job overview
- Assist HR Manager with the day-to-day operations of HR functions, including recruitment, employee relations, performance management, and policy implementation.
- Prepare HR-related documentation such as offer letters, employment contracts, warning letters, termination letters, and other correspondence in compliance with company policies and legal requirements.
- Assist in maintaining and updating the employee database, ensuring accurate and up-to-date records for all staff, including personal information, job history, and performance data.
- Handle and monitor employee benefits such as insurance, annual leave, medical leave, and other leave entitlements, ensuring that all records are accurate and up-to-date.
- Coordinated recruitment process by posting job vacancies, reviewing resumes, scheduling interviews, and conducting reference checks to identify qualified candidates.
- Supported performance management activities by tracking employee appraisals, providing documentation, and assisting in development of training programs to enhance employee performance.
- Managed onboarding and offboarding procedures, facilitating orientation, exit interviews, and necessary documentation to ensure smooth transitions for new hires and departing employees.
- Ensuring compliance with labor laws and company policies, providing support in the implementation of HR policies and ensuring that the company adheres to legal and ethical standards in all HR matters.
- Assist in payroll processing by gathering and verifying data on employee attendance, leave records, and any adjustments to pay.
- Assist in employee engagement initiatives, including organizing events, surveys, and feedback sessions to enhance employee satisfaction and retention.
- Prepare and maintain HR reports for management, including turnover reports, training records, attendance data, and other key HR metrics.
- Support the implementation of training and development programs, ensuring that employees have access to necessary resources for their professional growth.
- Assist in managing employee relations issues, including conflict resolution, maintaining a positive work environment, and addressing grievances in a professional manner.
- Monitor and update HR policies and procedures to reflect changing regulations and industry best practices.
- Coordinate and support HR projects, such as implementing new HR software systems, employee wellness programs, and diversity and inclusion initiatives.
Issagami Sdn Bhd
Marketing Assistant
07.2010 - 10.2010
Job overview
- Follow up on incoming inquiries and emails, ensuring all communication is handled promptly and efficiently. Work closely with the Sales Manager to draft and formulate timely replies and responses.
- Coordinate with the production and packing departments to ensure the smooth arrangement and timely execution of export shipments, ensuring that all logistics and production schedules are aligned.
- Collaborate with internal teams, including production, logistics, purchasing, and document support, to ensure all support functions are synchronized with the shipment plan, preventing any delays or discrepancies.
- Manage order processing and tracking, ensuring that all customer orders are correctly documented, processed, and tracked from receipt to delivery.
- Prepared and reviewed sales and marketing reports, tracking key performance indicators (KPIs), sales data, and market trends to inform decision-making.
- Supported planning and execution of promotional activities, events, and campaigns, collaborating with marketing team to develop materials and coordinate logistics.
- Monitor and update the CRM system, ensuring accurate and up-to-date records of customer interactions, sales leads, and follow-ups.
- Assist with the preparation of marketing materials, including presentations, brochures, and social media content, aligning with the company’s branding and promotional strategies.
- Review and update shipment documentation, ensuring that all export paperwork is accurate, complete, and complies with legal and regulatory requirements.
- Ensure timely communication with external partners such as freight forwarders, customs authorities, and suppliers to ensure smooth international shipments and customs clearance.
- Liaise with the finance department for invoicing, payment tracking, and resolving any discrepancies between sales, shipping, and payments.
- Conducted market research and competitor analysis, delivering insights to Sales & Marketing Manager to refine strategies and sustain competitive advantages.
- Assist in organizing training sessions or product demonstrations for clients and the sales team, ensuring everyone is well-equipped with product knowledge and selling techniques.
- Assisting in the development and execution of sales strategies, including identifying potential new clients, preparing proposals, and supporting the negotiation process.
- Assist with ad-hoc projects assigned by management, taking ownership of specific tasks and ensuring timely delivery of results.
- Support in customer relationship management, ensuring high levels of customer satisfaction and fostering strong, long-term relationships with key clients and partners.
Media Assist Sdn Bhd
Administrative Executive
05.2008 - 06.2010
Job overview
- Prepared and issued essential documents including delivery orders, invoices, purchase orders, and bank cheques.
- Follow up on payments from clients, ensuring timely collection of outstanding amounts and maintaining accurate records of transactions.
- Handling office administration tasks, including maintaining office supplies, managing schedules, organizing meetings, and ensuring the smooth operation of day-to-day administrative functions.
- Managed correspondence for Managing Director and Marketing Personnel, ensuring timely handling, filing, and responses to all communications.
- Monitor and follow up on orders submitted by both customers and suppliers, ensuring timely processing, delivery, and resolution of any issues that may arise.
- Maintain and organize filing systems, ensuring all company documents are accurately stored, easily accessible, and compliant with company policies and regulations.
- Coordinated internal and external communications, scheduling meetings, drafting memos, and preparing reports to align and inform all departments.
- Assist with the preparation of reports and presentations for management, providing necessary data and insights to support decision-making processes.
- Liaise with vendors and service providers, managing relationships and ensuring that services and supplies are delivered as per the terms of contracts.
- Handle employee-related administrative functions, including leave records, attendance tracking, and assisting with onboarding or other HR-related tasks as needed.
- Assist in maintaining company databases and records, ensuring all information is up-to-date, secure, and in compliance with relevant data protection laws.
- Ensure compliance with office policies and procedures, maintaining a high level of organization, confidentiality, and efficiency in all tasks.
- Organized company events and meetings, overseeing logistics, venues, and materials to ensure smooth and professional execution.
- Managed daily office maintenance tasks to ensure a clean and organized work environment. and ensure the office environment is tidy, organized, and conducive to productivity.
Kejuruteraan Saujana Sdn Bhd
General Clerk
06.2005 - 04.2008
Job overview
- Prepare payment vouchers, ensuring accuracy in the processing of financial transactions and that all required documentation is properly attached.
- Check and verify invoices from suppliers, ensuring accuracy and compliance with purchase orders and delivery receipts before forwarding for approval and payment processing.
- Update and maintain financial records, ensuring that all invoices, receipts, and payments are properly documented and filed for future reference.
- Assisted in maintaining office supplies by monitoring stock levels and placing orders to ensure the smooth operation of office activities.
- Assist in the preparation of management reports, providing necessary data and supporting documentation in a clear and organized format.
- Prepared financial reports through data entry and account reconciliation to support accounting and finance teams.
- Managed office inventory by tracking equipment and supplies, ensuring proper usage and timely replenishment.
- Processed employee-related documentation, including leave records and attendance logs, to support the HR team.
- Process employee-related documentation, including leave records, attendance logs, and basic HR forms, supporting the HR team as needed.
- Handle basic correspondence and assist in responding to inquiries, routing communications to the appropriate department or individual.
- Performed data entry and updated company databases, maintaining accuracy and currency of information.
- Support in managing office inventory, keeping track of office equipment and supplies, and ensuring proper usage and timely replenishment.
- Provided general administrative support, including photocopying, scanning, and organizing documentation for various projects.
- Assisting with inventory management, ensuring that stock records are up-to-date and supporting the logistics or procurement teams with inventory control.
- Support audit preparations by ensuring that all necessary records and documentation are readily available for auditing purposes.
United Malays National Organisation (UMNO)
Setiausaha Kerja
10.2004 - 05.2005
Job overview
- Liaised between Setiausaha Kerja and political, governmental, and organizational entities, facilitating collaboration and communication to enhance stakeholder engagement.
- Prepared and distributed internal communications to keep staff, members, and leadership informed of relevant activities, announcements, and decisions, fostering transparency.
- Support strategic planning activities, assisting in the development of initiatives, campaigns, and projects to advance UMNO’s objectives.
- Coordinated campaigns, initiatives, and advocacy efforts to support Setiausaha Kerja in advancing UMNO's political and organizational goals, contributing to strategic objectives.
Golden Scoop Sdn Bhd
Retail Store Manager
03.2002 - 09.2004
Job overview
- Led the daily operations of the store, ensuring smooth functioning across all areas, including customer service, production, and administrative tasks.
- Ensuring the highest standards of customer service, resolving complaints and ensuring customer satisfaction to foster loyalty and repeat business.
- Supervised and evaluated the performance of store staff, providing ongoing feedback, training, and development to ensure optimal team performance and adherence to company standards.
- Ensured the highest standards of customer service, resolving complaints and ensuring customer satisfaction to foster loyalty and repeat business.
- Tracked sales metrics and set team targets, implementing strategies to drive revenue growth and exceed monthly and quarterly sales goals.
- Managed the store’s budget, monitored inventory levels, controlled costs, and maintained profitability while upholding high operational standards.
- Maintained the cleanliness and upkeep of the outlet, ensuring that all areas, including equipment and restrooms, were in compliance with health and safety regulations.
- Monitored and maintained the quality of products, ensuring that food safety and hygiene standards were strictly adhered to, while upholding the brand's reputation for premium offerings.
- Tracked sales metrics and set team targets, implemented strategies that drove revenue growth and exceeded sales goals.
- Conducted regular training sessions to ensure staff were knowledgeable about new products, company policies, and customer service standards.
- Ensured compliance with health and safety regulations, implementing measures to prevent accidents and ensuring a safe working environment for all employees.
- Collected and analyzed customer feedback to identify areas for improvement and ensure the store's offerings aligned with customer preferences and expectations.
- Addressed any operational challenges or customer issues swiftly and efficiently, ensuring business continuity and maintaining a positive store atmosphere.
- Assisted in planning and executing local marketing campaigns and promotions, driving foot traffic and increasing brand visibility in the community.
- Addressed operational challenges and customer issues swiftly, ensuring business continuity and a positive store atmosphere.
Education
SMK Puteri TitiwangsaKL
SPM
12-1999
University Overview
UNITAR University College Kuala LumpurKuala Lumpur, Malaysia
No Degree from Computer Graphic Design
04.2001
University Overview
Skills
Administrative support
Office management
Document control
Records management
Payroll administration
Vendor management
Event coordination
Administrative coordination
Database entry
Customer engagement
Risk assessment
Policy modification
Human resources
Accounts receivable
Problem-solving
Communication Skills
Leadership
Relationship building
Customer engagement
Records management
Accounts receivable
Timeline
Senior Office Administrator
Nubitel Technology Sdn Bhd
10.2014 - Current
Marketing Executive
N.A.K System Distribution (M) Sdn Bhd
05.2012 - 09.2014
Retail Store Manager
Stream Enterprise
04.2011 - 04.2014
Human Resources Assistant
Green Packet Berhad
11.2010 - 03.2011
Marketing Assistant
Issagami Sdn Bhd
07.2010 - 10.2010
Administrative Executive
Media Assist Sdn Bhd
05.2008 - 06.2010
General Clerk
Kejuruteraan Saujana Sdn Bhd
06.2005 - 04.2008
Setiausaha Kerja
United Malays National Organisation (UMNO)
10.2004 - 05.2005
Retail Store Manager
Golden Scoop Sdn Bhd
03.2002 - 09.2004
UNITAR University College Kuala Lumpur
No Degree from Computer Graphic Design
04.2001
SMK Puteri Titiwangsa
SPM