Job Description

Mohon
Penerangan Kerja
Kelayakan
The Office Administrator is responsible for ensuring the smooth daily operations of the office shared by three small-sized companies. This includes managing administrative, sales, procurement, finance, and HR support functions. The role requires a highly organized and proactive individual who can maintain an efficient, well-run office environment while coordinating cross-company activities with accuracy and professionalism.
Qualifications & Skills

• Diploma or Degree in Office Administration, Business Management, Communications, Accounting, or related discipline; or equivalent experience.
• Excellent written and spoken English; fluent in Bahasa Malaysia or Mandarin.
• Strong numeracy and literacy skills.
• Sound knowledge of office management systems and procedures.
• Basic accounting and finance knowledge.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and email communication tools.
• Comfortable using online systems for data collection, document management, and communication.
• Excellent organization, time management, and reporting skills - able to prioritize and meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Reliable, problem-solving mindset, and able to work independently with minimal supervision.
• Good team player with effective interpersonal and customer service skills.
• Able to adapt to changing priorities and multitask effectively.

Personal Attributes

• Honest, trustworthy, and professional.
• Respectful and tactful in dealing with colleagues, clients and vendors.
• Takes pride in maintaining a clean, organized, and welcoming office environment.
• Strong sense of ownership and responsibility for the company's image and hospitality standards.
• Flexible, self-motivated, responsible, and confident.
• Approachable and service-oriented with a positive attitude.

Tanggungjawab
Office Administration & Management

• Oversee day-to-day office operations for all three companies.
• Manage and maintain office facilities, equipment, and cleanliness.
• Plan and monitor budgets for office supplies, utilities, and maintenance.
• Coordinate office repairs, service providers, and vendors.
• Ensure the office environment remains professional, safe, and conducive for work.
• Support any office expansion or relocation activities.

Reception, Hospitality & Correspondence

• Handle front-desk duties - greet visitors, answer and direct calls, manage general inquiries, ensuring a warm, professional, and courteous welcome at all times.
• Take full ownership of visitor arrangements - prepare meeting rooms, common areas, refreshments, and necessary materials prior to guest arrival.
• Manage incoming and outgoing mail, courier, and deliveries.
• Prepare business correspondence, memos, letters, and reports.
• Maintain and update contact databases and company mailing lists.
• Monitor general company inboxes, and reply or redirect as appropriate.

Sales, Procurement & Finance Administration

• Process daily business transactions related to sales and procurement.
• Assist in basic bookkeeping, payment processing, and expense tracking.
• Prepare supporting documents for accounting and reporting purposes.
• Ensure proper filing and documentation for all sales, procurement and financial records.

Human Resources Support

• Maintain up-to-date staff records, including leave, attendance, and payroll information.
• Coordinate recruitment logistics, onboarding, and offboarding processes.
• Assist with staff claims, allowances, and travel arrangements.
• Support internal HR communications and staff welfare initiatives.

Scheduling & Coordination

• Coordinate and schedule internal meetings, appointments, and company events.
• Prepare meeting materials, minutes, and follow-up action items.
• Support cross-company coordination and communication to ensure smooth workflows.

6) Reporting & Documentation

• Maintain organized filing systems (digital and physical).
• Prepare reports, summaries, and other documentation as required by management.
• Ensure 100% confidentiality and proper handling of company documents.

Manfaat

• EPF, SOCSO and PCB
• Annual leave
• Medical leave
• Medical claims
• Annual Performance Bonus - Provided at management's discretion and subject to company performance as well as the employee's individual contribution

Manfaat tambahan

• Annual Leave
• Medical and Hospitalisation Leave
• EPF / SOCSO / PCB
• Training Provided
• Performance Bonus
• Company Trip
• Medical Insurance
• Annual Bonus

Kemahiran
Administrative Support Office Management Communication Skills Organizational Skills Problem-Solving Customer Service Scheduling Data Entry
Peringatan Penting
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Skills Required