Job Description

The Administrative Assistant provides administrative, secretarial and clerical support to others in the office to maintain an efficient office environment. Roles include supporting managers and employees through a variety of tasks related to organization and communication, and ensuring that all Administrative Assistant duties are completed accurately, delivered with high quality, and in a timely manner.

Major / Discipline

Business Administration, Communication, Marketing

Qualifications and Skills

• Diploma in any of the major/discipline mentioned above or a combination of related experience and education
• Excellent written and spoken English
• Fluent in Bahasa Malaysia or Mandarin
• Numeracy and literacy skills
• Basic knowledge of office management systems and procedures
• Basic accounting knowledge
• Good working skills in Microsoft Office Products
• Good internet skills including use of emails, group messaging, and data collection
• Excellent time management, organization, planning and reporting skills with the ability to multi-task, prioritize work, meet deadlines, and manage changing priorities
• Attention to detail with the aim of achieving complete accuracy
• Problem solving skills
• Reliable and able to work well under pressure with minimal supervision
• Able to adapt well
• Good teamwork skills
• Good interpersonal and customer care skills

Personal Attributes

• Honest and trustworthy
• Respect for every individual
• Cultural awareness and sensitivity
• Flexible, personable, responsible, self-motivated, and confident

Responsibilities

Reception and Correspondence

• Answer and direct phone calls
• Take and distribute accurate messages
• Provide general support to visitors and clients
• Receive, sort and distribute incoming mail
• Prepare outgoing mail for distribution
• Produce and distribute correspondence memos, letters, faxes and forms
• Coordinate messenger and courier service
• Monitor incoming emails, and reply or forward as required
• Update and maintain databases such as mailing lists, external contact lists and client information

Organizing and Scheduling

• Coordinate and schedule appointments and meetings
• Assist with event planning and implementation

Documentation, Filing and Reporting for 3 Small-Sized Companies

• Process daily business transactions
• Fax, scan and copy documents
• Maintain office filing and storage systems
• Prepare reports and retrieve information when requested
• Perform work related errands as requested such as going to the post office or bank
• Plan budget for office supplies and maintenance

Human Resources Administration for 3 Small-Sized Companies

• Update and maintain internal staff contact lists
• Coordinate and maintain staff administrative records such as expense claims
• Organize travel arrangements for staff

Office Environment Maintenance

• Monitor and maintain office supplies
• Ensure office equipment is properly maintained and serviced
• Keep office area clean and tidy

Benefits

15 Days of Annual Leave

14 Days of Medical Leave

EPF

SOCSO

Medical Claim

Additional Benefits

• Medical Claim

Ricebowl