Administrative Assistant
Job Summary
The Administrative Assistant is responsible for supporting daily office operations, including documentation, record-keeping, and coordination tasks. This role ensures office efficiency by managing supplies, greeting visitors, and assisting with travel and expense tracking. You will provide logistical support to various departments and help maintain a productive, professional workplace environment.
Responsibilities
- Manage daily correspondence and office documentation
- Oversee office supplies, equipment, and pantry inventory
- Coordinate travel arrangements and expense tracking
- Support HR onboarding/offboarding and event planning
- Liaise with vendors and maintain office facilities
Required Skills
- SPM/STPM or Diploma in Business Admin
- Fluent in English and Bahasa Malaysia/Chinese
- Proficiency in Microsoft Office Suite
- Strong organizational and interpersonal skills
- High level of discretion and professionalism
Job Details
Job Description
- Manage all incoming and outgoing correspondence, including emails, letters, courier deliveries, and phone calls.
- Ensure proper documentation, filing, and record-keeping (both physical and digital) for easy retrieval and compliance.
- Maintain and update records for company access cards, parking allocations, and office assets.
- Oversee office supplies and stationery inventory, ensuring timely replenishment.
- Ensure the office environment is clean, organized, and conducive to productivity at all times.
- Serve as the company’s front-facing representative by welcoming and assisting visitors professionally.
- Coordinate meeting room bookings and ensure readiness for meetings and presentations.
- Arrange business travel, including flights, accommodation, transportation, and itineraries for staff.
- Handle travel-related documentation and expense tracking where required.
- Maintain and reconcile Directors' corporate credit card records, ensuring receipts, invoices, and supporting documents are accurately collected, verified, and submitted for accounting and audit purposes.
- Assist in tracking company-related expenses and ensuring timely submission of invoices and payment documentation.
- Manage office refreshments and pantry supplies, ensuring availability and hygiene standards.
- Coordinate maintenance, servicing, and repair of office equipment (e.g., printers, air conditioning, office systems).
- Liaise with vendors and service providers for routine maintenance and urgent repairs.
- Support the HR Manager in coordinating employee onboarding and offboarding processes, including the allocation and retrieval of company laptops, workspace and seating arrangements, orientation support, and ensuring a smooth employee transition experience.
- Assist in planning and coordinating company events, meetings, and internal activities.
- Provide logistical and administrative support for corporate functions and team engagements.
Requirements
- SPM/ STPM or Diploma in Business Administration, Office Management, or related field.
- Fluency in English and proficiency in either Bahasa Malaysia or Chinese.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle confidential information with discretion and professionalism.
- Possesses a strong aesthetic sense, with a friendly demeanor and customer-service oriented personality.
- Fresh graduate are encouraged to apply.