Admin Assistant

About the role

We are seeking a motivated and organized Administrative Assistant to join our team in Petaling Jaya, Selangor. This role provides essential administrative support to ensure the smooth and efficient operation of the office. This is a full-time, office-based position.

Key Responsibilities

A. General Administration

Handle daily administrative and office tasks.

Perform data entry, filing, photocopying, scanning, and document preparation.

Keep company records and documents organised and up to date.

Answer phone calls, attend to enquiries, and welcome visitors professionally.

Maintain proper records for office and dispatch activities.

Ensure administrative tasks are completed accurately and on time.

B. Payments, Claims & Allowances

Prepare documents for payments, claims, and staff allowances.

Check invoices and supporting documents before submitting them for payment.

Assist in checking company credit card transactions and receipts.

Follow up with suppliers and staff regarding missing documents or payment matters.

C. Staff Travel & Accommodation

Arrange flight tickets and other travel arrangements for staff.

Keep proper records of staff travel arrangements.

Assist in managing company staff accommodation.

Coordinate with staff, suppliers, landlords, or contractors regarding accommodation issues.

Follow up on maintenance and other accommodation-related matters.

D. Office & Facilities

Assist with the daily management and upkeep of the office.

Monitor office cleanliness, facilities, equipment, and general conditions.

Coordinate with building management, suppliers, contractors, and service providers when needed.

Monitor office stationery and supplies and arrange replenishment when required.

Report and follow up on office maintenance or facility issues.

E. Staff Support

Assist staff with general administrative matters and enquiries.

Coordinate with HR when matters require further assistance.

Communicate with staff, suppliers, and service providers professionally.

Handle staff-related information with confidentiality.

Provide administrative and logistical support for company events when required.

F. Other Duties

Perform other administrative duties assigned by Management or the HR & Admin Department.

Complete assigned tasks accurately, responsibly, and within the required timeframe.

Requirements

Diploma/Degree in Business Administration, Management, or a related field.

Fresh graduates are encouraged to apply.

Good communication and interpersonal skills.

Basic knowledge of Microsoft Office, especially Word and Excel.

Organised, responsible, and detail-oriented.

Willing to learn and able to work as part of a team.

Able to communicate in English and Bahasa Malaysia.

No prior experience is required; training will be provided.

About you

• Diploma/Degree in Business Administration, Management, or a related field
• Good communication and interpersonal skills
• Basic knowledge of Microsoft Office, especially Word and Excel
• Organised, responsible, and detail-oriented
• Willing to learn and able to work as part of a team
• Able to communicate in English and Bahasa Malaysia