Executive Assistant cum General Office Operations Executive

Operations & Executive Administrator (Pioneer Project & Sales Gallery)👋

We are an actively growing property developer working on an exciting new serviced apartment project in Kuala Lumpur. As a lean corporate team, we don't believe in rigid corporate red tape—we believe in getting things done together!

We are looking for a friendly, energetic, and organized Executive Assistant cum General Office Operations Executive to be our ultimate "right hand" and operational backbone.

If you love variety, thrive in a supportive environment and take pride in keeping everything running smoothly, we’d love to meet you!

What You’ll Be Doing 🌟

This is an exciting, broad-spectrum role where you get to wear multiple fun hats:

1. Personal & Director Support

• Help manage the Director’s daily calendar and schedule appointments with banks, consultants, and project partners.
• Join key meetings, prepare brief materials, take action-item notes, and help track follow-ups.
• Handle general executive admin tasks and confidential matters with care and discretion.

2. Administrative & Errand Support

• Document Compilation: Gather, organize, and compile invoices, contractor payment receipts, bank vouchers, and utility bills for our Finance Manager to process.

• Claims & Calculations: Compile staff expense claims, Director’s receipts, and petty cash logs. Create neat spreadsheets to calculate driver overtime (OT), mileage, Touch 'n Go, and parking claims.

• Establish and maintain structured physical and digital filing systems for company licenses, project documentation and other corporate records.

• Coordinate incoming and outgoing correspondence, courier services and official documentation (agreements, supplier invoices, government submissions).

• Assist with ad-hoc tasks assigned by the Management.

3. Keeping the Office/Sales Gallery Running Happy

• Manage daily office/Sales Gallery operations—from ordering office supplies and photostat machines to keeping track of utilities and door access.
• Be the friendly point-of-contact for office vendors, building management, couriers and IT support.
• Supervise third-party vendors maintaining the gallery (cleaning, security, air-conditioning and maintenance).

What We Are Looking For 🎯

• Experience: 2 to 3 years of working experience as General Admin. (Prior exposure in property development, construction, or real estate is a huge bonus!)
• Languages: Good command of English & Bahasa Malaysia. Fluency in Mandarin is a good plus.
• Basic Tech: Proficient in MS Excel and MS Word to build clean spreadsheets for financial compilation, claims, and OT tracking.
• Personality: Meticulous with numbers, proactive, discreet with confidential financial info, and happy to lend a hand with "all things general."
• Logistics: Possessing your own transport and a valid driving license is preferred for occasional corporate errands.