Administrative Officer & HR Assistant

Responsible for the overall administration job function and assisting HR & Admin Department.

What you'll do

• Travel arrangements: Responsible for the travel arrangements (flight booking, accommodation, and assistance for ground arrangements for incoming visitors).
• Renewal of company contracts/agreements: Ensure all renewals are renewed before expiration dates, e.g. building Tenancy Agreements, company car insurance and road tax, company insurances, certificate of premise license, mobile contracts, vendors' contracts etc.
• Utilities management: Liaise with government agencies and utility service providers for applying/renewing/terminating office related licenses or services and verify monthly invoices and submit onto finance after approval.
• Dealing with vendors: Liaise with building management, parking attendance, courier companies, contractors, food caterers etc. whenever needed for office maintenance and administrative requirements.
• Maintaining Employees Asset List: Responsible for maintaining the Asset List for all employees in Malaysia to ensure that all company assets are registered accordingly prior to providing to the employees.
• Employees Hospitalization & Surgical Insurance scheme: Responsible for the H&S policies for new employees and support the local employees if they have any query for Etex Group's business travel insurance for their business trips.
• HR & Admin Expenses Report to HODs: Update and maintain a monthly record of the local employee's expenses such as petrol card usage, toll card reloads, mobile phone call expenses, mileage and providing a quarterly report of these expenses to all HODs.
• Leaves Management & update some HR records: Keep data in order including maintaining a proper record keeping/filing of documents. Preparation of yearly leave files for all employees in Malaysia. Record staff yearly training hours and costs. Yearly updating APAC public holidays list and e-mail to employees.
• Office admin purchase: Responsible to purchase and manage stocks for usage of office beverages and stationeries.
• Safety related matters: Responsible to report the monthly Accident Reporting at EHS Management App. Lead the bi-monthly SafeStart Refresh & Safety Talk. Update the required details at EHS Site Excellence Tool.
• HR projects: Assist in roll out the HR projects launched from Etex Group (i.e. Me & Etex Survey, Etex Challenge, Teammates of Etex) and assist in teammates engagement activities.
• General office administration and support: Upkeeping of office premise and ensure the safety of the premise.

What you'll bring

Required Experience

• Possess a diploma/degree in Business Administration with a minimum of 2 years working experience in related fields. Working knowledge in HR is an added value.
• PC skills are necessary for the use of internal programs and software, especially Microsoft Office (Word, Excel, and PPT).
• Good command of English Language is a prerequisite. Other language skills in Mandarin and Bahasa Malaysia are an added advantage.
• Good knowledge of administration principles and techniques including working with tight deadlines and meeting deadlines.
• Excellent capacity to plan and organise his/her job and projects while meeting deadlines.
• Able to work under minimal supervision, independently or as part of a team.
• Possess a positive attitude and good communication skills when dealing with all relevant parties.

Working with Etex Malaysia, you will be keen to learn, grow and develop your career. You will be part of a culture that relies on continuous improvement, teamwork, and communication. In return, we offer an attractive remuneration package that rewards you for your efforts. You will be part of a strong team and benefit from career opportunities that come from a global company.