Office Administrator

Position Summary:

This role provides comprehensive administrative support to the Head of Malaysia and the broader Malaysian business operations, including responsibilities related to a joint venture entity. The successful candidate will ensure smooth day-to-day office management, assist with human resources functions, and maintain professional standards in all aspects of communication and organization. While this description outlines the primary responsibilities, it is not exhaustive and may evolve based on business needs.

Key Responsibilities:

Office Administration:

• Provide full administrative support to the Head of Malaysia and Malaysian team, including calendar management, travel coordination, and expense reporting.
• Handle incoming phone calls and manage visitors’ inquiries professionally.
• Draft correspondence and maintain accurate business documentation.
• Maintain and regularly update the Malaysian contact register (clients, partners, suppliers, etc.).
• Ensure proper record keeping and maintain an organized filing system.
• Liaise with external suppliers, manage office orders, and handle related queries.
• Oversee maintenance and servicing schedules for office equipment.
• Manage procurement and stock control of office supplies (stationery, pantry, etc.).
• Maintain company vehicle records, including insurance, road tax, and servicing.
• Coordinate catering arrangements for meetings and in-office events.
• Update and manage petty cash records as required.
• Onboarding and offboarding processes for employees
• Supervise duties performed by office cleaners, if applicable.
• Carry out additional administrative tasks as directed.

• Strong interpersonal and communication skills with a collaborative mindset.
• Effective and organized approach to office management.
• High level of accountability and problem-solving ability.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional demeanor in both written and verbal communications.
• Self-motivated with the ability to work independently and take initiative.
• Process-oriented, with a proactive approach to improvement and efficiency.
• Adaptable and flexible in a dynamic, fast-paced environment.
• Excellent time management and ability to meet tight deadlines.

• Flexi-benefit of MYR1,500 per annum
• Medical coverage for employee & family
• 20 days of Annual Leave
• Childcare Leave