Job Description

About the Role

Are you organised, detail-oriented and someone who enjoys keeping business operations running smoothly?

QBOT is looking for a reliable and proactive Admin Executive to oversee our day-to-day office operations and provide administrative support to the team.

This role is ideal for someone who enjoys organising, coordinating, handling documents, arranging office purchases and making sure everything is in order. You will also assist with some basic employee administration and routine payment preparation.

We are looking for someone who takes ownership of their work, pays attention to detail and is happy to handle a variety of practical office tasks.

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 & Coordination

•  Oversee the day-to-day running of the office and ensure the working environment is organised and well maintained.
• Manage office supplies, stationery, equipment and other office purchases.
• Coordinate office maintenance, repairs, service providers and external vendors.
• Arrange courier services, deliveries, document collection and other office-related matters.
• Maintain proper filing systems and organise company documents and records.
• Coordinate the preparation of laptops, workstations and other equipment for new employees.
• Keep track of company equipment and arrange for its return when employees leave.
• Provide general administrative and coordination support to management and the team.

 2. Vendor & Payment Coordination

• Coordinate with vendors and suppliers on quotations, orders, deliveries and outstanding matters.
• Prepare weekly vendor payment for management approval.
• Check invoices against relevant supporting documents before submitting them for payment.
• Maintain organised records of invoices, payment documents and office purchases.

3. Basic Employee Administration

• Maintain staff attendance, leave records and medical certificates.
• Prepare routine personnel letters and employee documentation using approved templates and instructions.
• Assist with new employee onboarding, first-day orientation and preparation of employment documents.
• Coordinate interview schedules and communicate with job applicants when required.
• Assist with employee medical insurance enrolment and updates.
• Coordinate probation confirmation and annual performance review documentation.

4. Payroll & Statutory Administration

• Prepare monthly payroll processing, payslips and payroll-related reports.
• Prepare and coordinate monthly statutory contributions and tax deductions, including EPF (KWSP), SOCSO (PERKESO), EIS and PCB/MTD.
• Maintain payroll and employee records accurately.

Job Requirements

• Preferably 2 years of experience in office 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:

• Familiar with Malaysian statutory contributions and payroll requirements.
• Experience preparing vendor payments, checking invoices or coordinating payment documentation.
• Familiarity with payroll software, digital attendance systems and basic payroll administration.

If you are organised, dependable and enjoy making sure things run smoothly, we look forward to hearing from you!

Skills