Admin cum Personal Assistant (Mandarin Speaker)

Position Summary

The Executive, Admin (Finance) cum Personal Assistant is responsible for providing administrative support to the Finance department while also assisting senior management with personal and executive tasks. This role requires strong organisational skills, attention to detail, and the ability to handle confidential matters with discretion.

Key Responsibilities

1. Administrative & Office Management

• Manage day-to-day administrative functions to ensure smooth office operations
• Handle documentation, filing, and record-keeping (both physical and digital)
• Coordinate meetings, prepare agendas, and take minutes when required
• Manage office supplies and liaise with vendors

2. Finance Administrative Support

• Assist Finance team with data entry, invoice processing, and documentation
• Support in preparation of reports, payment tracking, and basic reconciliation
• Maintain proper filing of financial documents for audit and compliance purposes
• Liaise with internal departments on finance-related documentation

3. Vendor Coordination & Negotiation (China Market)

• Liaise and coordinate with vendors, particularly from China, on orders, pricing, and delivery
• Negotiate pricing, terms, and timelines to ensure cost efficiency and timely supply
• Manage communication to resolve issues related to shipment, documentation, and payments
• Build and maintain good relationships with overseas vendors

4. Personal Assistant Duties

• Provide full secretarial and administrative support to senior management
• Manage calendar, appointments, and travel arrangements
• Handle confidential correspondence, emails, and calls professionally
• Assist in personal matters/tasks as assigned (when required)

5. Coordination & Communication

• Act as a point of contact between management, staff, and external parties
• Follow up on tasks, deadlines, and deliverables
• Ensure timely communication and proper documentation

6. Ad-hoc Duties

• Support any administrative or finance-related tasks as assigned
• Participate in process improvement initiatives when required

Requirements

• Degree in Business Administration, Finance, or related field
• Minimum 2–4 years of relevant experience in admin, finance support, PA, or vendor coordination
• Experience dealing with overseas vendors, especially China market is an added advantage
• Strong negotiation and communication skills with vendors
• Able to speak, read, and write Mandarin (to liaise with China-based vendors)
• Good understanding of basic finance processes (invoicing, documentation, etc.)
• Strong organizational and multitasking skills
• High level of integrity and ability to handle confidential information
• Good communication skills in English & Bahasa Malaysia
• Proficient in Microsoft Office (Excel, Word, PowerPoint)