Administrative Assistant (6 months contract)

Administrative Assistant (6 months contract)

We are searching for an experienced Administrative Assistant (6 months contract) at our Malaysia facility.

Primary Duties and Responsibilities:

Position Summary

The Administrative Assistant provides administrative, HR, and office operations support to ensure the smooth and efficient running of the Johor office. The role supports employee administration, internship recruitment and onboarding, travel coordination, purchasing, vendor management, workplace facilities, employee activities, and general office services while ensuring compliance with company policies and maintaining confidentiality.

Primary Responsibilities / Essential Functions

Office Administration and Facilities

• Coordinate visitor arrangements, including site access, hotel bookings, transportation information, meeting rooms, meals, and refreshments.
• Manage incoming and outgoing mail, courier services, packages, and deliveries.
• Maintain adequate stock of office stationery, consumables, uniforms, safety equipment, and other administrative supplies.
• Coordinate office maintenance, cleanliness, security-related requests, workplace equipment, lockers, keys, and shared facilities with the relevant departments and service providers.
• Support meeting-room arrangements and ensure the required equipment, materials, and refreshments are available.
• Maintain proper administrative records, correspondence, invoices, quotations, and supporting documents.
• Perform other reasonable administrative duties assigned by the HR Business Partner according to business requirements.

HR, Recruitment and Onboarding Support

• Support employee and intern onboarding by preparing and collecting required documents and coordinating identification, access, locker, workplace supply, and orientation arrangements.
• Maintain employee records, attendance information, leave records, headcount data, insurance documentation, and other HR administrative records accurately and confidentially.
• Assist with internship recruitment, including candidate sourcing, applicant communication, interview coordination, hiring-manager follow-up, offer documentation, and onboarding.
• Liaise with universities, colleges, candidates, and other external parties regarding internship opportunities and educational engagement activities.
• Respond to general employee administrative enquiries and refer sensitive, policy-related, or complex matters to the HR Business Partner.

Purchasing and Vendor Coordination

• Support vendor onboarding and raise purchase requisitions in accordance with company procedures.
• Follow up on approvals, purchase orders, invoices, deliveries, and service arrangements.
• Ensure purchases are cost-effective, properly approved, and supported by the required documentation.

Travel, Events and Employee Activities

• Coordinate hotel reservations and approved travel or transportation arrangements for employees and visitors.
• Maintain travel confirmations, invoices, passenger lists, and related supporting documents.
• Support town halls, training sessions, employee engagement activities, festive celebrations, educational visits, and company events.
• Coordinate meeting rooms, catering, refreshments, equipment, gifts, vouchers, transportation, attendance lists, and event setup.
• Liaise with vendors, educational institutions, and internal stakeholders to ensure activities are completed according to approved requirements.
• Maintain records of activity-related expenses, invoices, participant details, and supporting documentation.

Required Qualifications:

Education:

• Diploma or equivalent in Business Administration, Human Resources or a related field.

Experience:

• At least 1 year of experience in administration, HR support, office operations, or a related role.
• Experience in onboarding, recruitment coordination, travel arrangements, purchasing, vendor management, facilities support, or event coordination is an advantage.

Other Requirements:

• Good organizational, time-management, and multitasking skills.
• Strong attention to detail and ability to maintain accurate records.
• Good written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to work independently and collaboratively across departments.
• Ability to handle confidential and sensitive information with discretion.
• Proactive, service-oriented, and practical approach to problem-solving.

Salaried Non-Exempt

Annually- Overtime Eligible

0.00 - 0.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.