Job Description

Job Purpose:

To provide efficient administrative and operational support to ensure smooth day-to-day running of the office and company operations. The Admin Executive is responsible for managing office administration, company assets, licensing documents, staff logistics, and assisting with HR and expatriate/immigration matters when required.

PREFER : MALE CANDIDATE

Key Responsibilities:

1. Office Administration & Coordination

Handle all general administrative tasks including filing, correspondence, document control, and record keeping. Manage office supplies, stationery, and ensure maintenance of office equipment and facilities. Coordinate courier services, mail distribution, and travel arrangements for staff. Support management in organizing meetings, appointments, and company events. Prepare letters, memos, and official documents as required.

2. Licensing & Regulatory Support

Maintain and update records of all company licenses, permits, and certifications (e.g. SSM, DBKL, MOF, CIDB, MOTAC, etc.). Assist in license renewal, application, and submission to relevant government agencies. Liaise with authorities, consultants, and vendors for compliance and documentation purposes. Keep track of expiry dates and ensure timely renewals to avoid any operational interruptions.

3. Expatriate & Immigration Management

Assist in the application and renewal of work permits, employment passes, and visas for expatriate staff. Handle documentation for foreign workers or domestic helpers (maids), including Immigration and Embassy-related matters. Maintain an up-to-date record of passport and permit details and track expiry dates.

4. Company Vehicles & Asset Management

Manage company vehicles -- including insurance, road tax renewal, service schedule, and fuel card records. Maintain logbooks and monitor usage of company vehicles and drivers. Keep proper documentation for company assets such as equipment, keys, and access cards.

5. HR & Administrative Support

Assist HR department in maintaining employee records, attendance, and leave administration. Coordinate staff onboarding, uniform distribution, and welfare matters. Support in payroll documentation and preparation of HR reports when required. Assist in implementing company policies and procedures.

6. Vendor & Procurement Coordination

Source and liaise with suppliers or service providers for office needs and maintenance. Obtain quotations, prepare purchase requests (PR) and purchase orders (PO), and ensure timely delivery of goods and services. Verify invoices and assist in payment processing with the Accounts Department.

Key Performance Indicators (KPIs):

Accuracy and timeliness of administrative and licensing records. Efficient renewal of company licenses, vehicle documents, and expatriate permits. Smooth daily office operations with minimal downtime. Compliance with company policies and statutory requirements. Positive support feedback from internal departments.

Requirements:

Education:

Diploma or Degree in Business Administration, Management, Human Resource, or related field.

Experience:

Minimum 2-5 years of experience in administrative or HR support roles. Experience handling company licensing, vehicle, or expatriate documentation is an added advantage.

Skills & Competencies:

Strong organizational and multitasking skills. Good communication and interpersonal skills. Proficient in Microsoft Office (Word, Excel, PowerPoint). Able to maintain confidentiality and handle sensitive information. Familiar with Malaysian regulatory and immigration procedures preferred.
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Working Conditions:

Based at Head Office, Kuala Lumpur. May require travel to government agencies (Immigration, Fomema, DBKL, JPJ, etc.) as part of duties.
Job Types: Full-time, Contract
Contract length: 24 months

Pay: RM2,300.00 - RM3,000.00 per month

Benefits:

Health insurance Opportunities for promotion Professional development
Work Location: In person