Job Description

Position:

Office Administrator

Location:

Kuala Lumpur, Malaysia

Employment Type:

Permanent

Company:

Terra Asia Group (Internal Hire) |

www.terra.my

Position Summary

We are looking for a highly organized, detail-oriented, and proactive Office Administrator to provide comprehensive administrative support to our Management and our Malaysia team. This role offers hands-on exposure to day-to-day office admin operations, and has the ability to work independently with good communication ethics and knowledge.

Location & Relocation

This position is

based at our Kuala Lumpur HQ

.

Sabahan/Labuan candidates from Sabah/Labuan are encouraged to apply

; those currently based in Sabah

will be considered

.

Candidates willing and able to relocate to the Kuala Lumpur HQ are strongly encouraged to apply. Our HQ office Address is located at:

A-2-6, Megan Avenue 1, 189, Jalan Tun Razak, Hampshire Park, 50400 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur

Key Role & Responsibilities

Provide full administrative support to the head office, other branch operations and ensure smooth day-to-day office management, assist in all related human resource functions, onboarding and offboarding of staff, support Malaysian team and maintain professional standards in all aspects of communication.

Handle all front desk duties, phone calls, visitor inquiries and all related reception duties including supervising company driver schedule etc.

Draft correspondence, and maintain office supplies, inventory, liaise with vendors, coordinate office supply maintenance, company vehicle records, insurance related documentation, etc.

Manage Management's calendar; schedule appointments, coordinate internal/external meetings and events, travel arrangements, internal announcements/memos.

Prepare and manage documents such as reports, correspondence, and internal communications.

Work closely with department lead during project deadlines and must have the ability to work as a team and carry out additional administrative task as directed.

Requirements

A Diploma or Bachelor's Degree in Business Administration, Human Resources, or a related field.

Minimum 1 year of relevant experience in administrative or office-based roles.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint.

Excellent in both written and spoken English and Bahasa Malaysia.

High level of professionalism, integrity, excellent time management and ability to meet tight deadlines.

Process-oriented person with a proactive approach to improvement and efficiency in work, multitasking personality, able to work independently, adaptable in a fast-paced environment.

Work Arrangements

Location:

Fully office-based in Kuala Lumpur, Malaysia

Working Hours:

Monday to Thursday: 9:00 AM - 6:00 PM

Friday: 9:00 AM - 5:30 PM

Why we offer

Strong and conducive working environment

Opportunities for career advancement within the company

Attractive remuneration commensurate with skills and experience

Convenient office location with easy access to public transport

Salary Range

RM 2,500 - RM 3,500 per month

(commensurate with qualifications & experience)

How to Apply

If you believe your experience and skills align with the requirements of this role, we kindly invite you to submit your application.

Please email your

updated Resume/CV and supporting documents

to

careers@terra.my

with the subject line:

Application - Office Administrator

To ensure your application is processed promptly, kindly include the following:

A recent passport-sized photograph embedded in your resume or attached separately

Copies of all relevant academic certificates, transcripts, and professional qualifications

Job Type: Permanent

Pay: RM2,500.00 - RM3,500.00 per month

Benefits:

Health insurance Opportunities for promotion Professional development
Application Question(s):

Are you able start immediately? IF Not - How long is your notice period? How many annual leave balances do you have left? (to reduce your notice period?) What is your expected negotiable salary amount/range for this position? What is your last drawn salary amount? ( You may choose to not disclose at this stage of the hiring process but will have to disclose, if you have been selected to the offer stage) This role is fully office-based (no hybrid/WFH). Are you able to commit to on-site work? (Yes/No) Microsoft Office proficiency -- rate your level: Word: ? Basic ? Intermediate ? Advanced Excel: ? Basic ? Intermediate ? Advanced PowerPoint: ? Basic ? Intermediate ? Advanced Outlook (calendar/email): ? Basic ? Intermediate ? Advanced
Have you used Microsoft SharePoint or a similar document management/collaboration tool? (Yes/No). If Yes, briefly describe what you did with it (e.g., document libraries, permissions, versioning, approvals):

Document Preparation & Filing
Which items have you drafted/prepared before? (Select all that apply/are applicable)
? Internal memos/circulars?
? External letters (vendors/government/partners)?
? Meeting agendas & minutes
? Standard operating procedures (SOPs)?
? Forms & checklists?
? Company announcements/emailers
? Presentation decks/briefs?
? Travel letters/visa support letters?
? Courier/dispatch cover letters
? Filing indexes (digital/physical)?
? Document templates/letterheads?
? Others: __

__

____

Level of involvement in document work (Select all that apply/are applicable):
? Filled ready-made templates only
? Edited/updated templates with minor changes (names, dates, clauses)
? Drafted documents from company templates end-to-end
? Created new templates / coordinated content with HR/Legal/Management

HR Letters & Employment Documents
Which HR documents have you drafted & prepared OR assisted with? (Select all that apply/are applicable)
? Offer/appointment letters?
? Employment contracts?
? Confirmation letters
? Probation extension letters?
? Transfer/promotion letters?
? Salary adjustment/increment letters
? Warning/show-cause letters?
? Termination/separation letters?
? Experience/certification letters
? NDA/Confidentiality agreements?
? PDPA consent forms?
? Code of conduct/policy acknowledgements
? Others: __

__

____

Your involvement level for HR letters/contracts (Select all that apply/are applicable):
? Data entry into fixed templates only
? Adapted templates (roles, dates, allowance tables) with HR guidance
? Drafted full packs from templates (offer + annexes) and coordinated signatures
? Drafted non-standard clauses and liaised with HR/Legal for approval

Onboarding -- Preboard to Day 1
Which onboarding tasks have you handled? (Select all that apply/are applicable)
? Preboard email & document checklist to new hire
? Collecting IC/passport, bank details, emergency contact, forms
? Preparing offer pack, welcome pack, pass card/ID photo scheduling
? IT/seat/phone/parking requests, email creation coordination
? Induction agenda, meeting invites, buddy assignment
? Creating/maintaining personnel file (digital & physical)
? Assets issuance register (laptop/keys/etc.)

Offboarding -- Resignations to Handover
Which offboarding tasks have you handled? (Select all that apply/are applicable)
? Clearance checklist & final working day scheduling
? Assets return & access revocation coordination (door, email, systems)
? Exit interview scheduling/logistics
? Certificate/experience letter preparation
? Personnel file closure & archive (digital/physical)

Languages you can draft business documents in:
? English?? Bahasa Malaysia?? Both (English & BM)?? Others: ______

How would you rate your English and Malay language proficiency?
English (Spoken): ? Basic ? Intermediate ? Advanced

English (Written): ? Basic ? Intermediate ? Advanced

Malay (Spoken): ? Basic ? Intermediate ? Advanced

Malay (Written): ? Basic ? Intermediate ? Advanced

Are you willing and able to relocate to Kuala lumpur or Selangor for this position AND reliably commute to our office at A-2-6, Megan Avenue 1, 189, Jalan Tun Razak, Hampshire Park, 50400 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur? (Yes/No)
Work Location: In person