Administrative Professional Manager

About the role

Lead the end-to-end establishment and continuous improvement of the overseas subsidiary's administrative management system. You will develop and implement overseas administrative SOPs covering the full lifecycle: office leasing/renovation/relocation, risk management of seals/contracts/business licenses, and daily administrative operations. This role oversees administrative operations at Malaysia HQ while extending support to Indonesia, Singapore, and Hong Kong, acting as the administrative hub between HQ and overseas teams.

Key responsibilities

• Lead the end-to-end establishment and continuous improvement of the overseas subsidiary's administrative management system (from 0 to 1)
• Develop and implement overseas administrative SOPs covering office leasing/renovation/relocation, risk management of seals/contracts/business licenses, and daily administrative operations
• Manage overseas administrative budgets (office space and daily operational expenses), collaborating with Finance on cost control and annual planning
• Process work passes (EP/PVP) and dependent passes for expatriate staff; coordinate end-to-end administrative support for overseas business trips (business visas, accommodation, flights, local transport, insurance, emergency support, etc.)
• Liaise with local service providers and travel platforms to establish cost-effective travel solutions
• Handle overseas emergencies (medical, safety, etc.) and coordinate emergency resources
• Partner with HR to ensure a seamless employee journey for overseas staff (onboarding, in-service, key milestones/festivals, offboarding, etc.)
• Develop and maintain the Local Living Guide and employee handbook to ease the transition for expatriate staff
• Drive employee care initiatives, festive events, team-building activities, and cross-cultural communication
• Support overseas company registration, annual filings, changes, and deregistration compliance matters

About you

• Bachelor's degree or above; major in Administration, Management, or related fields preferred
• Chinese (Mandarin): Proficient to communicate seamlessly with HQ IT and headquarters teams in China; able to accurately interpret and implement head office administrative standards and strategies
• English: Fluent for effective communication with local vendors and international colleagues; capable of drafting administrative and operational technical documentation
• 2–4 years of hands-on experience as an administrative BP or specialist in a corporate environment
• Prior experience providing on-site administrative support for overseas branches of multinational corporations or Chinese enterprises expanding globally is highly preferred
• Experience in setting up an overseas subsidiary from scratch (including registration, fit-out, and operations)
• Prior study, work, or living experience in Malaysia; familiarity with the administrative environments of Indonesia, Singapore, and Hong Kong
• Possess a valid driver's license and the ability to drive independently in Kuala Lumpur
• Knowledge of Malaysian employment and administrative compliance regulations (EPF/SOCSO/EP/PDPA)