Job Description

Administration & Office Management

• Manage daily office operations, including workspace arrangement, office supplies, and vendor coordination.
• Handle reception duties, document filing, courier arrangements, meeting room setup, and hospitality support.
• Maintain administrative documents, company records, and general office logistics.
• Coordinate office maintenance, communication with building management, and security/access matters.

Corporate Secretarial Firm (“秘书楼”) Liaison

• Act as the primary contact between the company and the appointed company secretarial firm for:
• Company registration and statutory updates
• Directors’ and shareholders’ record updates and shareholding changes
• Annual Return, annual audit coordination, and SSM compliance filings
• Preparation and submission of board/shareholder resolutions and statutory documents
• Ensure timely collection, verification, and filing of statutory documents.
• Coordinate with internal departments to provide documents requested by the secretarial firm.
• Track compliance timelines and ensure the company meets all Malaysian regulatory and statutory requirements.

HR & Recruitment Support

• Support recruitment activities including job postings, candidate communication, interview scheduling, and onboarding arrangements.
• Maintain employee records, attendance data, and HR files.
• Assist in HR administration in line with company policies and Malaysian regulations.

Internal Communication & Coordination

• Serve as a communication bridge between departments to ensure smooth workflow.
• Coordinate office meetings, internal announcements, events, and training sessions.
• Support management and project teams with administrative coordination and document handling.
• Prepare simple reports, notices, meeting notes, and drafts of internal communications

Job Requirements

• Diploma or Bachelor’s degree in Administration, Business, HR, or a related field.
• Strong proficiency in Mandarin and English (spoken and written).
• Excellent coordination, communication, and interpersonal skills.
• Highly organised, detail-oriented, and able to multitask effectively.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Able to handle confidential information with professionalism and discretion.

Skills