Admin Executive

About the Role Are you organised, detail-oriented and someone who enjoys keeping business operations running smoothly? QBOT is looking for a hands-on Admin Executive to manage day-to-day office administration, coordinate weekly vendor payments and support monthly payroll and basic HR administration. This is a varied role that offers exposure to office operations, payment coordination, employee administration and recruitment support. We are looking for someone dependable, proactive and comfortable handling different responsibilities while ensuring that tasks are completed accurately and on time. If you enjoy keeping things organised, solving practical problems and supporting a team, we would like to hear from you! Key Responsibilities 1. Office Administration & Payments - Manage daily office administration, filing and document management. - Prepare weekly vendor payments, verify supporting invoices and payment documents, and submit payments for management approval. - Coordinate office purchases, supplies, equipment, maintenance and vendor arrangements. - Assist with invoices, expense claims and other administrative records as required. - Coordinate courier services, office arrangements and other operational matters. - Provide general administrative support to management and other departments. 2. Payroll & Personnel Administration - Assist with monthly payroll processing, preparation of payslips and payroll-related reports. - Prepare and coordinate statutory contributions and tax deductions, including EPF (KWSP), SOCSO (PERKESO), EIS and PCB/MTD. - Prepare personnel documents, including offer letters, employment contracts, confirmation letters, salary adjustment letters and other HR correspondence as instructed. - Maintain accurate employee records, personal particulars and confidential HR documentation. - Manage staff attendance records, medical certificates, leave records and related administrative matters. - Coordinate employee medical insurance enrolment, updates and termination of coverage when required. - Track probation periods and coordinate annual performance review documentation. - Assist in maintaining HR policies, procedures and employment records in accordance with applicable requirements. 3. Recruitment & Employee Onboarding - Post job advertisements, review applications and shortlist suitable candidates. - Coordinate interview schedules and communicate with job applicants. - Assist with interview arrangements and prepare employment offers for management approval. - Coordinate onboarding documentation and conduct first-day orientation for new employees. - Arrange laptops, workstations, access and other necessary equipment for new employees. - Coordinate the return of company equipment and completion of administrative procedures when employees leave. Requirements - Preferably 2 years of experience in administration, office operations or a similar role. - Diploma or degree in Business Administration, Office Management or a related field; candidates with relevant practical experience are welcome. - Proficient in Microsoft Office, particularly Excel and Word. - Good organisational skills, strong attention to detail and the ability to meet deadlines. - Good written and verbal communication skills. - Able to manage multiple tasks, work independently and follow through on assigned responsibilities. - Responsible, proactive and willing to learn new processes. - Able to handle confidential company and employee information with professionalism and discretion. - A team player with a positive attitude and good problem-solving skills. Added advantages: - Experience in payroll processing or HR administration. - Familiarity with Malaysian statutory contributions and payroll requirements. - Experience preparing vendor payments, checking invoices or coordinating payment documentation. - Familiarity with payroll software, HR management systems or digital attendance systems. - Experience in recruitment coordination and general office administration.