Administrative Officer

This position will temporarily work in the Bukit Mertajam, Penang and will later relocate permanently to the Gurun plant.

About the role

The Administrative Officer is responsible for providing comprehensive administrative support to the Malaysia office, with a primary focus on handling visa applications and related matters for Chinese expatriate staff, managing accommodation, transportation, office supplies procurement, and general administrative affairs. The role also covers apartment and vehicle management to ensure smooth daily operations.

Key Responsibilities

Visa & Immigration Management for Chinese Expatriates:

• Handle end-to-end visa application processes for Chinese expatriate staff, including Employment Pass (EP), Professional Visit Pass (PVP).
• Liaise with Malaysian immigration authorities, MYXpats Centre, Expatriate Services Division (ESD), and relevant government bodies.
• Prepare, compile, and submit required documents for visa applications, renewals, cancellations, and appeals.
• Track visa expiry dates and ensure timely renewal to avoid compliance issues.
• Maintain up-to-date records of all expatriate staff visa status and documentation.
• Coordinate with external agents or consultants for visa-related matters when necessary.
• Advise expatriate staff and management on immigration policies, requirements, and regulatory changes.

Accommodation Management:

• Source, evaluate, and recommend suitable apartments or residential units for expatriate staff.
• Negotiate lease agreements, rental terms, and renewals with landlords or property agents.
• Manage move-in and move-out processes, including handover inspections, inventory checks, and deposit refunds.
• Coordinate with property management, maintenance teams, and utility providers for repairs, maintenance, and bill payments.
• Ensure all accommodations comply with company standards and local regulations.
• Maintain records of lease agreements, utility accounts, and related documentation.

Transportation & Vehicle Management:

• Arrange airport pick-up and drop-off for expatriate staff and visiting guests.
• Manage company vehicles, including scheduling, maintenance, insurance renewal, road tax, and inspection.
• Coordinate with drivers for daily commuting, business trips, and ad-hoc transportation needs.
• Track vehicle usage, fuel consumption, and maintenance records.
• Ensure all vehicles are compliant with Malaysian road transport regulations.
• Handle vehicle-related incidents, accidents, and insurance claims when necessary.

Office Supplies & Procurement:

• Source and procure office supplies, stationery, pantry items, and equipment as needed.
• Obtain quotations, compare prices, and negotiate with suppliers to ensure cost-effectiveness.
• Process purchase orders, verify invoices, and coordinate with the finance department for payment.
• Maintain inventory records of office supplies and replenish stock in a timely manner.
• Manage relationships with vendors and suppliers to ensure quality and timely delivery.

General Administrative Support:

• Manage daily office operations, including office maintenance, cleanliness, and security.
• Handle incoming and outgoing correspondence, courier services, and mail distribution.
• Maintain and update administrative files, records, and databases.
• Assist in organizing company events, meetings, and business trips.
• Coordinate with building management for office lease, utilities, and facility-related matters.
• Support HR functions such as onboarding and offboarding of expatriate staff when required.
• Handle any other ad-hoc administrative duties assigned by the management.

Job Requirements

• Bachelor's Degree or Diploma in Business Administration, Management, or a related field.
• Minimum 2–3 years of relevant administrative experience, preferably in a multinational company or with expatriate management exposure.
• Familiarity with Malaysian immigration and visa processes for foreign workers (Employment Pass, PVP, DP, etc.) is highly preferred.
• Experience in apartment leasing, vehicle management, and office procurement is an advantage.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good command of English and Mandarin (both written and spoken) to communicate effectively with Chinese expatriate staff and local authorities.
• Strong organizational, communication, and interpersonal skills.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Attention to detail and a high level of responsibility.
• Willingness to travel within Malaysia when required.

Key Competencies

• Visa & Immigration Knowledge
• Vendor & Supplier Management
• Property & Lease Management
• Vehicle & Fleet Coordination
• Procurement & Cost Control
• Time Management & Multitasking
• Cross-Cultural Communication
• Problem-Solving & Proactiveness