Job Description

Key Responsibilities

Administrative Support:

Office Management:

Oversee daily office operations, including maintaining office supplies, managing equipment, and coordinating office layout and cleanliness.

Document Management:

Organize, file, and maintain office documents, records, and databases, ensuring confidentiality and easy retrieval.

Communication and Coordination:

Phone and Email Management:

Handle incoming and outgoing communications, including answering phones, managing emails, and routing messages as appropriate.

Scheduling:

Coordinate and schedule meetings, appointments, and travel arrangements for staff and executives.

Financial and Office Budgeting:

Expense Tracking:

Monitor and manage office expenses, including processing invoices, handling petty cash, and preparing expense reports.

Budget Assistance:

Assist in budgeting and financial planning by tracking expenditures and providing reports.

Customer and Client Interaction:

Front Desk Management:

Greet visitors, clients, and customers, ensuring they are directed to the appropriate person or department.

Customer Service:

Address and resolve customer inquiries or issues, maintaining a professional and courteous demeanor.

Human Resources Support:

Onboarding:

Assist with new employee onboarding processes, including preparing welcome materials and organizing orientation.

HR Administration:

Maintain employee records, handle HR paperwork, and assist with benefits administration.

Office Procedures and Compliance:

Process Improvement:

Identify opportunities for improving office processes and procedures to increase efficiency.

Event Planning and Coordination:

Organize Events:

Plan and coordinate office events, meetings, and conferences, including booking venues, arranging catering, and managing logistics.

Reporting and Record Keeping:

Generate Reports:

Prepare and maintain various reports related to office performance, employee attendance, and other administrative functions.

Record Keeping:

Ensure accurate and up-to-date record-keeping for various office functions and compliance requirements.

Skills and Qualification

Time Management:

Ability to prioritize tasks and manage time effectively to handle multiple responsibilities.

Attention to Detail:

High level of accuracy in managing documents, schedules, and communications.

Communication Skills:

Verbal and Written Communication:

Strong communication skills to interact with staff, clients, and vendors professionally and effectively.

Interpersonal Skills:

Ability to work well with people at all levels and maintain a positive work environment.

Technical Skills:

Office Software:

Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint) or Google Workspace (Docs, Sheets, Slides).

Office Equipment:

Familiarity with common office equipment like printers, copiers, and phone systems.

Problem-Solving Skills:

Troubleshooting:

Ability to identify issues and provide solutions or escalate to appropriate personnel as needed.

Confidentiality:

Data Protection:

Ability to handle sensitive information with discretion and maintain confidentiality.

Basic IT Knowledge :

Performing printer setup, manage existing company website & have good skill in excel

Educational Background and Experience

Education:

A high school diploma or equivalent is often required; an associate's degree or higher in business administration or a related field can be advantageous.

Experience:

Previous experience in office administration or related roles is preferred. Familiarity with the specific industry can also be beneficial.

Key Attributes for Success

Proactivity:

Ability to take initiative and anticipate needs before they arise.

Adaptability:

Flexibility to handle changing priorities and unexpected tasks.

Dependability:

Reliability in completing tasks accurately and on time.
Job Type: Full-time

Pay: RM2,000.00 - RM2,200.00 per month