Admin Assistant (Document & Dispatch)

Job Summary

The Admin Assistant – Document & Dispatch is responsible for supporting the Company’s day-to-day administrative and document-handling activities, including signature coordination, dispatch, incoming mail management, filing and general office support.

The role requires a careful and organised individual who can manage physical documents properly, maintain accurate records and perform routine office visits and administrative tasks independently.

Key Responsibilities

1. Document & Signature Management

• Prepare documents for management/director signatures and arrange them in the correct signing sequence.
• Check that documents are complete before submitting them for signature.
• Prepare signature batches together with the relevant supporting documents.
• Follow up on documents pending signature and maintain proper records of their status.
• Scan, photocopy and file signed documents after completion.

2. Cover Letters & Acknowledgement Documents

• Prepare simple cover letters based on approved templates.
• Prepare acknowledgement receipts, receiving copies and supporting documents for delivery.
• Ensure documents requiring acknowledgement are properly signed or stamped by the receiving party.
• Follow up and retain proof of receipt for Company records.

3. Dispatch & Courier Arrangement

• Arrange delivery and collection of documents through courier, Grab, hand delivery or other approved methods.
• Perform document delivery or collection personally when required.
• Track outgoing documents and ensure proof of delivery is obtained.
• Follow up on documents that need to be returned to the Company.
• Handle occasional document submissions to banks, government offices, professional firms or business partners.

4. Incoming Mail & Office Mailbox

• Attend the office and check and clear the Company’s physical mailbox once a week.
• Collect, open and sort incoming letters, statements, notices and other correspondence.
• Identify important or time-sensitive correspondence and promptly forward it to the relevant department or person.
• Scan or keep copies of important correspondence where required.
• Maintain proper filing of incoming mail and supporting records.
• Ensure the mailbox is regularly cleared and does not accumulate unattended correspondence.

5. Filing & Record Keeping

• Maintain proper physical and electronic filing of documents.

• Update document trackers for:

  • Documents sent for signature
  • Documents dispatched
  • Acknowledgements received
  • Documents pending return
  • Incoming important correspondence
  • Outstanding follow-up items

• Ensure confidential documents are handled securely.

6. General Office Administration

• Assist with printing, photocopying, scanning and binding.
• Assist with filing and organisation of Company records.
• Support basic office supplies and administrative arrangements.
• Assist Finance, HR, Legal and other departments with simple administrative tasks when required.
• Perform other reasonable administrative or runner duties assigned by management.

Requirements

• Minimum SPM, Diploma or equivalent qualification.
• At least 1 year of administrative, office assistant, document control or similar experience is preferred.
• Fresh graduates with good organisation and communication skills may also be considered.
• Basic proficiency in Microsoft Word and Excel.
• Able to prepare simple business letters using existing templates.
• Able to maintain basic Excel trackers accurately.
• Able to communicate in English and Bahasa Malaysia.
• Comfortable attending the office regularly and travelling locally for document delivery or collection when required.
• Possession of own transport is an advantage.

Skills & Attributes

The successful candidate should be:

• Careful and detail-oriented.
• Organised and able to keep track of multiple documents.
• Responsible when handling original and confidential documents.
• Able to follow instructions and established procedures.
• Able to work independently on routine administrative matters.
• Proactive in following up on outstanding documents.
• Punctual and reliable.
• Comfortable performing both office-based administrative work and occasional dispatch/runner duties.