Job Description

Keep Things Moving. Keep Things Organised.

Every great team needs someone who keeps things organised, on time and under control.

At Upstage Expo, we're looking for a reliable and resourceful Admin Assistant / Admin Executive who enjoys getting things done, supporting the team and making sure the little things don't become big problems.

Job Responsibilities

Office Administration

• Handle day-to-day general office administration and ensure smooth office operations.
• Manage incoming calls, emails, correspondence, courier services and documentation.
• Maintain proper filing and organisation of company documents and records.
• Prepare letters, forms, reports, spreadsheets and other administrative documents.
• Manage office supplies, stationery and pantry requirements.
• Coordinate maintenance, servicing and other office-related matters.
• Maintain proper records of company assets, equipment and administrative items.

Documentation & Coordination

• Prepare and organise quotations, purchase orders, delivery orders and other supporting documents when required.
• Assist with data entry and maintain accurate records in company systems and spreadsheets.
• Coordinate documentation with suppliers, clients and internal departments.
• Follow up on outstanding documents, signatures, approvals and administrative matters.
• Assist with travel arrangements, accommodation, meetings and appointments when required.
• Maintain organised digital and physical filing systems so information can be retrieved easily.

Team & Management Support

• Provide administrative support to Management, Sales, Operations and other departments.
• Coordinate internal meetings, prepare basic meeting arrangements and follow up on administrative requirements.
• Assist with employee onboarding administration, staff records and other basic HR documentation when required.
• Support company activities, exhibitions, events and internal functions.
• Assist with ad-hoc administrative tasks and special projects assigned by management.

Job Requirements

Job Requirements

• SPM, Diploma or equivalent qualification.
• 1–3 years of administrative or office support experience is preferred.
• Fresh graduates with strong organisation and communication skills are welcome to apply.
• Good command of written and spoken English and Bahasa Malaysia.
• Proficient in Microsoft Word, Excel, PowerPoint and Google Workspace.
• Good organisational and time-management skills.
• Detail-oriented and careful when handling documentation and data.
• Able to prioritise multiple tasks and meet deadlines.
• Responsible, dependable and able to work with minimal supervision.
• Good interpersonal and communication skills.
• Resourceful — willing to find solutions rather than simply wait for instructions.
• Comfortable working in a fast-moving SME and project-based environment.
• Able to handle confidential company information professionally.

Who We're Looking For

You are the kind of person who notices when something is missing before someone has to ask.

You keep documents organised.
You follow things through.
You remember the details.
And when everyone else is running around preparing for a project, you're the one helping keep everything together.

We don't expect you to know everything.

We do expect you to be responsible, organised, willing to learn and ready to get things done.

Organise It. Follow It Up. Get It Done.

Skills