Admin Assistant/Officer (Petaling Jaya)

Job Responsibilities:

• Oversee office management, suppliers/vendors management, and ensure the office is maintained in good condition.
• Monitor and record employee time off and attendance, sending reports to HR on a quarterly basis.
• Renew company tenancy agreements, JTK, and City Licenses, including for branches.
• Manage the renewal of certificates, company insurance, and related matters.
• In charge of purchases for office and employee needs according to purchase procedures.
• Handle printing materials (company letterhead, envelopes, operations forms, stickers, name cards).
• Manage office equipment and contract renewals (water dispensers, fire extinguishers, and printing machines).
• Prepare workspaces for newcomers in cooperation with IT admin and HR department.
• Manage event logistics, including venue selection, catering, transportation, and accommodation arrangements.
• Coordinate with the person in charge for any office events (delegation interviews, festival celebrations, decorations, etc.).
• Maintain HQ seasonal parking (new applications and cancellations) and payments with finance.
• Manage office maintenance and malfunction issues with third parties (air conditioning, electrical, and pest control).
• Provide information on company budget preparation for the current year and estimates for the upcoming year.
• Manage the attendance system for employees.
• In charge of office safety and security, including locking or opening offices.
• Coordinate with HR in company events.
• In charge of ISO requirements for admin procedures (purchasing and suppliers).
• Coordinate the work of office cleaners and manage their workload.
• Record incoming visitors on a daily basis for record keeping.
• Greet guests and visitors professionally with a warm smile, offering tea or coffee courteously.
• Update the telephone directory and manage incoming calls.
• Assist customer service in attending to candidates with basic questions regarding job applications.
• Demonstrate a strong customer service orientation and take responsibility to ensure customer satisfaction.
• Email respective staff to return calls if unable to transfer calls.
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials.
• In charge of courier management, receiving and notifying members on documents/packages and distributing them accordingly.
• Undertake any ad-hoc assignments as required.

Minimum Requirements:

• Candidate must possess at least a Higher Secondary education up to Diploma with at least 2 years of work experience in the related field.
• Good spoken English is required.
• Good communication and interpersonal skills.
• Able to work independently with minimum supervision.
• Possess a positive attitude, pleasant and outgoing personality, and conscientious work ethic.
• Knowledge of administration initiatives on various platforms.
• Passionate about taking up challenges and managing multiple tasks.
• Ability to work within deadlines and be results-oriented based on agreed KPIs.
• Excellent oral and written communication skills.