Admin Assistant

Job summary:

• Flexible hours available
• 2-3 years of relevant work experience required for this role
• Working rights required for this role
• Expected salary: RM4,000 - RM4,500 per month
• Immediate start available

Reception Management

1. Manage front desk – Handling phone calls & walk-in visitors, manage incoming & outgoing letters & courier.

Administration Function

1. Pantry items, drinking water, office supplies and stationery stock check and replenishment.
2. Replenish PPE items linked to sanitary (facemask, wet tissue, sanitizer) in the office whenever supply running low following the QHSE rules in place.
3. Manage employee business travel booking record (air fare and hotel), liaise with travel agent and prepare travel documents for employee whenever necessary.
4. Download, check and verify office general expenses vendors invoices for Finance team payment processing.
5. Maintain and update employee and office general purchase vendors contact list.
6. Issue Purchase Order for office general purchases.
7. Keep and manage office access keys bundle.
8. Keep track on DBKL license and renew upon expiry.
9. Liaise with printing vendor on name card printing for employee, brochures, flyers, and training handbooks.
10. Keep track and maintain the First Aid kit in the office, including keeping record of the medicine list and monitoring stock and expiry date.
11. Ensure meeting room main door is closed before going back unless it is in use at that moment.
12. Other admin tasks as and when they occur.

Office Repair & Maintenance

1. Liaise with building management regarding maintenance of office facilities.
2. Liaise with contractor for air-conditioning, photocopier, office equipment servicing, lights bulk replacement, etc.
3. Supervise office cleaner, monitor attendance and daily cleaning work.
4. Track and record calibration of gas detector.

HR Admin Function

1. Arrange appointment for pre-employment check-up for new employees and collect medical reports.
2. Upload documents, make appointments and monitor approval status for expat employees’ EP, DP, etc. application & renewal in Expatriate Services Division (ESD) portal. Submission of the original copy to government department at Putrajaya.
3. Create new access cards for new joiners and manage employee access cards if any issues arise.
4. Create AXA employee insurance certificates as and when requested by employees on business travel.