Admin Executive

Admin Executive

Location: Penang, Malaysia (on-site)

Employment: Full-time

About the Role

We're looking for a proactive, organised Admin Executive to be the backbone of our Penang office. You'll keep HR, finance, and day-to-day operations running smoothly, while supporting our sales team and our Singapore office. It's a hands-on generalist role for someone who enjoys variety, takes ownership without needing to be micromanaged, and wants to grow their scope as the company grows.

Key Responsibilities

1. General Office Administration

● Manage pantry supplies, stationery, and general office upkeep.

● Manage office facility maintenance and equipment upkeep.

● Manage business travel bookings — flights, accommodation, and logistics.

● Support company events, staff activities, and festive celebrations, including liaising with vendors for marketing materials and printing.

● Handle other general office administration duties as needed.

2. Finance & HR Support

HR

● Support recruitment end-to-end: post job ads, screen and shortlist candidates, arrange interviews, and follow up with candidates on results.

● Handle employee onboarding: contract preparation, onboarding form verification, new-hire system/account setup, and orientation.

● Handle employee offboarding: exit forms, exit interviews, and asset return.

● Maintain employee personal files and the internship/part-time tracker.

● Maintain the employee handbook, company announcements, and other official HR correspondence.

● Support statutory HR filings (e.g. CP22/CP22A, stamp duty) with guidance from the HR team.

● Perform first-level verification of employee expense claims.

Finance

● Prepare purchase requisitions and purchase orders: gather quotations and liaise with vendors on purchasing needs.

● Confirm receipt of goods and services, and support the related payment process.

● Process vendor invoices, payment slips, and monthly financial records.

● Process monthly office rental and other recurring facility payments.

● Maintain the fixed asset register and asset tagging.

3. Regional & Operational Support

● Support the sales team with quotations, invoices, and the client database.

● Support the Singapore team as needed, including maintaining shared trackers.

Requirements

• Minimum SPM or a Diploma in Business Administration, Finance, HR, or a related field.
• 1–2 years of relevant experience in office administration, basic finance, or HR support.
• Good written and spoken English; able to communicate in Chinese to liaise with Mandarin-speaking stakeholders and vendors.
• Proficient in Microsoft Office (Word, Excel); familiarity with Power Query or workflow automation is a plus. Open to learning and using AI tools in daily work.
• Proactive and well-organised, comfortable working independently with minimal supervision; detail-oriented and accurate, especially when handling records, documents, and confidential information; eager to learn, adaptable, and comfortable multitasking across HR, finance, and office-admin responsibilities.