Admin Executive

Hey there, come join a close-knit trading team that values steady, practical work and clear communication. We are Cynergy Group Sdn Bhd, a trading company that connects suppliers and buyers across Malaysia and the region, and we focus on dependable delivery and good relationships. You will find meaning in working with us at Cynergy Group Sdn Bhd by helping the team run smoothly every day.
As an Admin Executive you act as the backbone of our day-to-day operations. You will keep paperwork, invoices and shipment schedules organised, and coordinate with sales, suppliers and accounting so tasks move forward without friction.
Your Growth & Impact
Build practical admin and bookkeeping experience by handling invoices, supplier communications and routine accounting tasks.
Expand your network with suppliers, freight agents and internal teams across the trading cycle.
Gain hands-on exposure to Excel and cloud invoicing tools commonly used in small to mid-size trading firms.
Strengthen organisational skills that prepare you for office management or operations roles.
Position yourself for visible ownership by improving small processes and supporting team priorities.

Responsibilities
Office Operations
Manage daily front-desk tasks including incoming mail, phone queries and visitor reception to ensure a welcoming office environment.
Maintain office supplies and reorder stock on time to avoid disruptions.
Arrange meetings, travel logistics and room bookings so internal schedules run smoothly.
Financial Admin & Invoicing
Prepare and process supplier invoices, match purchase orders and submit documents for payment approval.
Record payment runs and petty cash transactions, and support month-end reconciliations for accounting.
Follow up on outstanding invoices with suppliers and internal teams to keep ledgers accurate.
Use Excel or cloud invoicing tools to maintain clear, auditable records of transactions.
Records & Communication
Keep both electronic and physical filing systems organised for contracts, invoices and shipping documents.
Update inventory and shipment spreadsheets so sales and operations have reliable status information.
Draft routine correspondence and reports for management and coordinate basic internal communications.
Requirements
Qualifications & Experience
Minimum 2 years of office administration experience, preferably in trading, logistics or an SME environment.
Diploma or equivalent in Business, Administration or related field is preferred but not mandatory with relevant experience.
Proven exposure to invoicing cycles and basic bookkeeping tasks in a small accounts process.
Hard Skills & Knowledge
Data Entry: accurate and fast entry of invoices, orders and inventory records.
Invoicing: prepare, verify and track supplier invoices and payment documentation.
Proficient in Microsoft Excel and comfortable with cloud invoicing or basic accounting software.
Familiarity with office productivity tools and electronic filing best practices.
Soft Skills & Qualities
Strong attention to detail and a habit of double-checking figures and documents.
Good verbal and written communication to liaise with suppliers, carriers and colleagues.
Organised prioritisation skills and the ability to handle several routine tasks under mild pressure.
A cooperative attitude and willingness to support colleagues across sales, operations and accounting.

Skills: Data Entry, Invoicing, Microsoft Excel, Office Administration, Record Keeping, Communication, Time Management