Job Description

1. General Office Administration

• Manage day-to-day administrative duties including filing, data entry, document preparation, and correspondence.
• Maintain and update company records, contracts, employee files, and operational documentation.
  Ensure office supplies, stationery, and equipment are stocked and maintained.
• Coordinate courier services, mail distribution, and document dispatching to external parties.
  
  

2. Operations & Coordination Support

• Assist internal departments with administrative paperwork.
• Support in preparing necessary checklists, schedules, and other when required.
• Liaise with external parties to gather the necessary information - Quotations, scheduling, and payment processing.
• Track and update the list progress.
  
  

3. Finance & Procurement Assistance

• Support the Finance team by collecting invoices, receipts, and payment documents for monthly claims and reports.
• Prepare basic expense summaries and petty cash records for approval.
• Ensure timely submission of utility bills, vendor payments, and operational expenses.
• Monitor office budget usage and flag discrepancies or over-expenditures.
  
  

4. HR & Staff Support

• Assist in onboarding new staff, preparing employment forms, and maintaining attendance or leave records.
• Coordinate uniform distribution, ID issuance, and basic staff logistics.
• Support HR in scheduling interviews, meetings, and company events.
• Maintain confidentiality of employee information and company documents.
  
  

5. Facility & Office Management

• Oversee cleanliness, organization, and functionality of the office environment.
  Coordinate with building management for maintenance, access cards, and safety compliance.
• Ensure all office utilities (internet, water, electricity) are functioning and bills are paid on time.
• Arrange company-related travel bookings, meeting setups, and refreshments when necessary.
  
  

6. Reporting & Support to Management

• Prepare weekly administrative summary reports on office operations and pending items.
• Assist the management team in documentation, scheduling, and meeting preparations.
• Follow up on assigned tasks or pending approvals from various departments.
• Handle ad-hoc administrative projects or company events as required.
   

Job Requirements

•  Minimum Diploma in Business Administration, Management, or related field.
• 1–2 years of experience in office administration, operations support, or coordination roles (fresh graduates welcome).
• Proficient in Microsoft Office / Google Workspace and comfortable with digital record-keeping tools.
• Organized, detail-oriented, and able to multitask effectively.
• Good communication skills in English and Malay; Mandarin is an advantage.
• Proactive, dependable, and able to work independently with minimal supervision.

Skills