Job Description

What you'll be doing

• Manage correspondence, including handling phone calls, emails and written communication
• Organize and maintain office filing systems, records, photocopying, printing and data entry
• Coordinate travel arrangements, including booking flights, accommodation and transportation
• Act as a liaison between different departments to improve job flow and efficiency. Work closely with teams to ensure proper communication and task management.
• Provide support for meetings and events, including preparing agendas and taking minutes
• Assist with the preparation and processing of invoices, purchase orders and other financial documents
• Handle staff petty cash claim
• Independent able to liaise, arrange and book with government authorities such as DOSH, PUSPAKOM &, etc.
• Provide regular updates and reports on operational tasks, status of inspections, and any issues encountered during coordination.
• Ensure renewal of foreign worker permit, company vehicle insurance, road tax and etc are processed on time and achieve compliance.
• Assist in packing stock for daily orders.
• Arrange for courier services whenever necessary.
• Troubleshoot and resolve operational issues, ensuring a smooth process for both internal teams and external stakeholders.
• Fluent Mandarin (spoken and/ written skills).

Job Requirements

What we're looking for

• Proven experience in an administrative or operations role.
• Experience with government authorities (e.g., DOSH, PUSPAKOM) and regulatory compliance is a plus.
• Ability to communicate and coordinate with multiple departments and external parties.
• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines
• Strong verbal and written communication skills, with a professional and friendly demeanour
• Proficient in using Microsoft Office suite (Word, Excel, PowerPoint)
• A keen eye for detail and the ability to work accurately and efficiently
• A team player with the flexibility to adapt to changing priorities
• The position requires working alternate Saturdays (9am -1pm) to ensure business operations continue smoothly.

Key Attributes:

• Responsible and reliable in executing tasks independently.
• Strong communication and interpersonal skills.
• Adaptable to change and capable of working in a fast-paced environment.
• Excellent problem-solving abilities with a focus on operational efficiency.
• High level of attention to detail and organization.

Skills