ADMIN ASSISTANT

ADMINISTRATIVE EXECUTIVE / ADMIN

Job Description

1. Administrative & Documentation

• Handle daily administrative duties and office documentation.
• Prepare, maintain, file and update company documents, records and correspondence.
• Ensure documents are properly organized, updated and easily accessible.
• Assist in preparing documents for internal meetings, audits, inspections and company records.
• Monitor document expiry dates and ensure timely renewal or submission.
• Perform data entry and maintain accurate administrative records.
• Handle scanning, photocopying, filing and other general administrative tasks.

2. Vehicle & Road Tax Management

• Maintain company vehicle records and documentation.
• Monitor vehicle insurance, road tax and related expiry dates.
• Arrange road tax renewal and insurance renewal for company vehicles.
• Coordinate vehicle inspection, servicing and other required documentation when necessary.
• Ensure all vehicle-related documents are properly maintained and updated.

3. Utilities Management

• Monitor company electricity and water bills.
• Check monthly utility bills and ensure payments are made on time.
• Maintain records of electricity and water consumption and payment documents.
• Follow up with relevant utility providers regarding billing issues, account changes or service matters.
• Assist in managing other company utility-related matters when required.

4. Licensing & Compliance

• Maintain records of all company licences, permits, certificates and approvals.
• Monitor licence and certificate expiry dates.
• Prepare and coordinate licence renewal applications and submissions.
• Liaise with relevant government departments and authorities regarding licensing matters.
• Follow up on application status, payments, inspections and required supporting documents.
• Ensure required licences and certificates are properly filed and available for inspection.
• Assist the company in maintaining compliance with applicable administrative and regulatory requirements.

5. Government & External Liaison

• Liaise with government departments, local authorities, service providers and other external parties when required.
• Assist in submitting forms, applications, supporting documents and official correspondence.
• Follow up on pending applications, approvals, certificates and official matters.

6. General Administrative Support

• Provide administrative support to management and other departments.
• Coordinate appointments, meetings and administrative arrangements when required.
• Assist with company events, inspections, audits and other company activities.
• Handle other administrative duties and ad-hoc assignments assigned by management.

7. Event Support & Coordination

• Assist in planning and coordinating company events and activities.
• Assist with event preparation, including venue arrangements, materials, documents, refreshments and other necessary arrangements.
• Coordinate with internal departments, suppliers and external parties when required.
• Assist in preparing event-related documents, invitations, notices and administrative records.
• Provide on-site administrative support during company events when required.
• Assist with other event-related tasks as assigned by management.

Requirements

• Minimum Diploma / equivalent qualification in Business Administration, Management or related field.
• Previous experience in administration is an advantage.
• Good organizational and documentation skills.
• Able to work independently and manage multiple tasks.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office, especially Word and Excel.
• Good command of English and Bahasa Malaysia. Mandarin is an added advantage.
• Responsible, detail-oriented and able to meet deadlines.
• Possess own transport and a valid driving licence is an advantage.