Admin Assistant

Job Purpose

Provide professional reception and administrative support to ensure smooth daily office operations. This role supports visitor management, office services, document control, travel arrangements and routine administrative coordination.

Key Responsibilities

• Welcome visitors, customers and suppliers; handle incoming calls and maintain visitor registration and access records.
• Coordinate office supplies, stationery, pantry items, incoming and outgoing mail, parcels and courier services.
• Liaise with cleaners and service providers, follow up on routine service requests and maintain reception and meeting-room readiness.
• Prepare administrative letters, memos, forms and meeting documents; maintain accurate electronic and physical filing systems.
• Update administrative registers, masterlists, renewal schedules and trackers while protecting confidential information.
• Arrange approved transport, accommodation, travel insurance and logistical support for meetings, company events and management visits.
• Prepare purchase requests and supporting documents; follow up on approved orders, deliveries and service completion.
• Maintain records of company property and assist with asset checks in coordination with Administration and Finance.
• Track company vehicle records, insurance, road tax, servicing, licences, permits and other renewals; highlight approaching deadlines.
• Compile routine administrative reports and support 5S activities, workplace audits and departmental improvements.

Requirements

• Diploma in Business Administration, Management, Secretarial Studies or an equivalent qualification is preferred.
• Minimum one year of relevant experience in administration, reception, front desk or office support.
• Fresh Diploma graduates with strong communication and organisational skills may also be considered.
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Good communication and professional writing skills in English and Bahasa Malaysia; Chinese language proficiency is preferred.
• Organised, detail-oriented and able to manage multiple tasks, deadlines and follow-ups.
• Able to work independently and handle confidential information professionally.
• Training in customer service, telephone etiquette, document control, 5S or office administration would be an advantage.