Administrative Assistant
Job Summary
An Human Resources & Administrative Assistant plays a vital role in supporting the day-to-day administrative and office operations of the company. This position is responsible for ensuring smooth office management, coordinating administrative activities, maintaining accurate records, assisting with documentation, and providing operational support to various departments to enhance overall workplace efficiency. The ideal candidate is highly organized, adaptable, and resourceful, with the ability to manage multiple priorities while maintaining professionalism and efficiency.
Responsibilities
- Manage incoming and outgoing correspondence and calls
- Oversee office supplies, inventory, and environment
- Support HR with employee onboarding and offboarding
- Coordinate travel arrangements and expense tracking
Required Skills
- Diploma/Bachelor degree in Business Administration or related field
- Fluency in English and proficiency in Bahasa Malaysia or Chinese
- Proficiency in Microsoft Office Suite
- 1 year experience in advertising/marketing industry is an advantage
Job Details
Job Responsibilities:
- 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.
- 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:
- Diploma or Bachelor degree 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.
- 1 year of working experience in the advertising/marketing industry added advantage.