Job Description

Front desk & communication

• Welcome visitors, manage the reception area and ensure a professional first impression.
• Answer incoming phone calls and emails, log enquiries and route them to the right person or team promptly.
• Handle incoming and outgoing mail and courier items, record deliveries and ensure timely distribution.
• Prepare and format letters, meeting minutes, presentations and other correspondence as requested by management.

Office operations & facilities

• Maintain office supplies inventory, place orders and track receipts to keep stock levels sufficient.
• Keep common areas and meeting rooms clean and presentable, and coordinate with vendors and maintenance when needed.
• Arrange meeting logistics including scheduling, room bookings, equipment setup and refreshments.
• Support company events and trainings with logistical coordination and on-the-day assistance.

Administration & records

• Maintain organised, confidential company records and administrative databases with accurate data entry.
• Create and update reports, trackers and spreadsheets to support management decision making.
• Provide cross-departmental administrative support such as filing, document distribution and coordination tasks.
• Monitor office systems and maintain trackers to ensure smooth daily operations.

Job Requirements

Requirements

Qualifications & Experience

• Diploma in Business Administration, Human Resource Management, Office Management or a related field.
• Previous office or receptionist experience is an advantage and will help you settle in quickly.
• Clear verbal and written communication in both English and Bahasa Malaysia.
• Comfortable interacting with visitors, suppliers and internal stakeholders in a professional manner.

Hard Skills & Knowledge

• Proficient in Microsoft Word, Excel, PowerPoint and Outlook for daily tasks and reporting.
• Accurate data entry and basic record keeping skills to maintain company databases and trackers.
• Familiar with scheduling and room booking routines; basic inventory tracking experience is helpful.
• Good document formatting and minute-taking skills for meetings and presentations.

Soft Skills & Qualities

• Organised and detail focused, able to manage multiple short tasks during the day.
• Friendly, approachable and professional at the front desk while maintaining confidentiality.
• Reliable and proactive, able to follow processes and escalate issues when needed.
• Team player who can support colleagues across departments and adapt to shifting priorities.

Skills