HR & Admin Executive

Company Description

Doka is a world leader in providing innovative formwork, solutions and services in all areas of construction. The company is also a global supplier of well-thought-out scaffolding solutions for a varied spectrum of applications. With more than 180 sales and logistics facilities in over 60 countries, Doka has a high-performing distribution network for advice, customer service and technical support on the spot and ensures that equipment is swiftly provided - no matter how big and complex the project. Doka employs 9,000 people worldwide and is a company of the Umdasch Group, which has stood for reliability, experience and trustworthiness for more than 150 years.

As a customer-focused organisation, Doka understands that its greatest assets are its employees, which is why Doka is consistently looking for talented professionals who are keen to develop their career in this challenging industry.

From metro stations to high-rises to more challenging projects such as the KL Metropolis, Doka Malaysia has diversified in terms of scope, but also location to include several projects outside of the capital city of Kuala Lumpur.

Doka now combines its strengths with Malaysian-based MFE Formwork Technology, market leader in monolithic aluminium formwork. With this acquisition, Doka has achieved another significant milestone in its strategic growth plan and thus strengthened its position in the Asia Pacific region, an important growth market for the group.

Doka Malaysia is currently looking to recruit a career driven professional to join its versatile team and support the company's ongoing national expansion. The suitable candidate will be a qualified, natural team player who can add significant value to this highly dynamic team.

Job Description

Key Responsibilities :

Administrative & Facilities

• Manage office supplies and stationeries, ensuring stock availability and quality
• Oversee pantry supplies, coffee machines, water dispensers, and water filter system maintenance
• Coordinate housekeeping and cleanliness of all office areas
• Supervise server room conditions (temperature, leakage, CCTV decoder)
• Ensure all machines and facilities are properly maintained and serviced
• Manage courier services and incoming/outgoing mail handling
• Plan and execute workstation and seating arrangements, including coordination with HODs and vendors
• Handle contractor coordination for office renovations, furniture, and layout setup
• Liaise with landlords, handle rental agreements, renewals, and facility-related issues
• Monitor facility safety (e.g. pest control, access control) in collaboration with the Safety Committee

HR Support

• Process and verify staff claims before submission to Finance
• Check and verify all vendor invoices related to rentals, services, and maintenance before approval
• Support HR events, townhalls, and meetings (venue setup, logistics, F&B arrangements)
• Maintain confidentiality and proper documentation of HR-related matters

Job Requirements

The ideal candidate must be a dependable, ethical, and organized individual with strong attention to detail and a professional attitude. Key attributes include:

• Handles tasks calmly and professionally, without being emotionally reactive.
• Able to manage multiple responsibilities effectively with accuracy and structure.
• Maintains high confidentiality in handling employee-related matters, claims, and internal communication.
• Welcomes feedback, adapts to change, and maintains a constructive mindset.
• Communicates effectively with all levels of staff, remains neutral, and builds good working relationships.
• Upholds company values by avoiding gossip and promoting a respectful work environment.
• Works independently, follows through with minimal supervision, and anticipates needs to avoid delays.

Qualifications

Preferred Qualifications

• Minimum 3–5 years of working experience in Administration or a similar role
• Familiarity with vendor coordination, basic procurement, claims, and invoice processes
• Strong proficiency in Microsoft Office (Excel, Word, Outlook)
• Good interpersonal and communication skills
• Experience in facility management or multi-department environments is an added advantage

Additional Information

We offer a fulltime position with flexible working hours from Monday to Friday, we have full medical and insurance coverage, with dental, optical, medical checkup benefits and trainings and work with a diverse group of colleagues.

Apply now!

Let’s form the future together. Be part of it!

For internal candidates please send in your CV detailing your roles and responsibilities.

You are also required to notify your manager and HR regarding your interest before you apply to this position.