Office Administator

Job Summary

We are looking for a responsible, organized and detail-oriented Office Administrator to manage the company's day-to-day office administration and operational support.

The successful candidate will be responsible for purchasing, inventory and logistics, office facilities, task scheduling and administrative support for partners. The role requires someone who is hands-on, independent and able to manage multiple tasks with minimal supervision.

Key Responsibilities

1. Office Administration

• Manage the day-to-day administrative operations of the office.

• Maintain proper physical and electronic filing systems.

• Handle incoming and outgoing correspondence, emails, documents and packages.

• Ensure the office is clean, organized and properly maintained.

• Manage office supplies, stationery, pantry supplies and other consumables.

2. Purchasing & Procurement

• Handle purchasing of office supplies, equipment, materials and other company requirements.
• Obtain quotations and compare prices where required.
• Liaise with suppliers to negotiate pricing, delivery schedules and other requirements.
• Maintain purchasing records.
• Follow up with suppliers on order status and delivery.
• Verify goods received against orders and delivery documents.
• Maintain an updated supplier/vendor database.

3. Stock & Inventory Management

• Maintain accurate records of company/customer stock, equipment and assets.
• Monitor stock levels and arrange replenishment when required.
• Conduct regular stock counts and reconcile physical stock against records.
• Record incoming and outgoing stock.
• Coordinate storage and ensure the stock area is properly organized.
• Investigate and report stock discrepancies or missing items.
• Arrange for asset disposal and buy back

4. Logistics & Parcel Management

• Coordinate incoming and outgoing parcels, courier services and deliveries.
• Maintain proper records of all incoming and outgoing shipments.
• Arrange local and overseas shipments when required.
• Coordinate with courier companies, suppliers and customers regarding deliveries.
• Follow up on delayed, missing or damaged shipments.
• Prepare relevant shipping and delivery documentation.

5. Local and Regional Partner & Customer Coordination

• Assist management in communicating and coordinating with service partners.
• Handle routine correspondence with suppliers, partners and customers.
• Follow up on orders, deliveries, and documentation.
• Maintain proper records of transactions and correspondence.
• Coordinate administrative requirements between the company and partners.
• Task/project scheduling for engineers (local and partners) and monitor/coordinate until completion.

6. HR & Staff Administration

• Maintain employee attendance, leave and personnel records.

• Assist with staff onboarding and offboarding documentation.

• Coordinate staff claims and administrative matters.

• Maintain employee files and other HR administrative records.

• Coordinate office-related staff matters and company activities.

7. Management Support

• Provide administrative support to management as required.

• Prepare reports, spreadsheets, documents and presentations.

• Assist with company events, meetings and business arrangements.

• Perform other administrative and operational duties assigned by management.

Requirements

• Minimum of SPM qualification.
• Work in office full time from 9am to 6pm, Monday to Friday (excluding public holiday). Note: Work from home is not allowed.
• 2–4 years of relevant experience in office administration, purchasing, operations or a similar role.
• Good command of English and Bahasa Malaysia, both written and spoken.
• Mandarin/Chinese language ability would be an advantage, particularly for communication with overseas suppliers or partners.
• Good working knowledge of Microsoft Office, especially Excel, Word and Outlook.
• Good organisational and time-management skills.
• Strong attention to detail and accuracy.
• Able to work independently with minimal supervision.
• Responsible, trustworthy, proactive and willing to take ownership of tasks.
• Able to handle multiple tasks and meet deadlines.
• Experience with purchasing, inventory and logistics is an advantage.

Preferred Candidate Profile

We are looking for someone who is hands-on and practical, rather than someone whose role is limited to clerical work.

The ideal candidate should be comfortable handling a wide range of responsibilities, including purchasing, stock management, parcel/logistics coordination, supplier/partner communication and general office administration.

Experience working in a small or medium-sized company where employees are expected to handle multiple functions will be an advantage.

Key Performance Indicators (KPIs)

• Timely processing of purchasing and supplier orders.
• Accuracy of inventory and asset records.
• Proper tracking of incoming and outgoing parcels plus timely collection of parcels.
• Timely follow-up with suppliers and overseas partners.
• Office supplies and facilities maintained without unnecessary disruption.
• Proper filing and documentation of company records.
• Ability to complete assigned tasks independently and within deadlines.