Admin Executive/Office Manager

Job Title: Administrative Executive / Office Manager
Location: Kuala Lumpur, Malaysia
Employment Type: Full-time

About the Company
Our client is an international company with operations in Malaysia, serving regional and global stakeholders. The Kuala Lumpur office functions as a key hub, and they are seeking an organised, professional Administrative Executive / Office Manager to ensure smooth day-to-day operations and a high-quality experience for employees, partners, and visitors from Malaysia and abroad.

Role Purpose

To manage all office administration, facilities, and support functions so that the KL office operates efficiently and reflects an international, professional standard. You will be the main point of contact for office-related matters and will coordinate closely with local management and regional/global teams.

Key Responsibilities

1. Office Administration & Operations

• Oversee daily office operations to ensure a clean, safe, and professional working environment.
• Manage office supplies, stationery, pantry items, and other consumables; monitor stock and handle purchasing and vendor coordination.
• Coordinate office maintenance, repairs, and services with building management and external vendors.
• Ensure office equipment (printers, internet, phones, meeting rooms, conference tools) are functioning and serviced as needed.

2. Reception, Front Desk & Visitor Management

• Handle incoming calls, general enquiries, and office emails in a professional manner.
• Welcome and attend to visitors, candidates, and business partners, including international guests, ensuring a positive first impression.
• Manage meeting room bookings and ensure rooms are prepared, including video-conferencing setups for cross-border meetings.

3. Documentation, Filing & Admin Systems

• Maintain organised physical and digital filing systems for company documents, contracts, HR files, and correspondence.
• Support simple finance-related filing such as organising invoices, payment vouchers, statements, and receipts for the finance team (no accounting required).
• Ensure documents are properly labelled, updated, easily retrievable, and handled with strict confidentiality.

4. HR & People Support (Basic)

• Assist with onboarding of new employees (preparing workstations, access cards, email/IT requests, office orientation).
• Maintain staff attendance records, leave forms, and basic HR documentation in coordination with HR or regional HR teams.
• Help coordinate staff engagement activities, internal communications, and small in-office events.

5. Procurement & Vendor Management

• Liaise with suppliers, service providers, and building management for office-related services (cleaning, security, maintenance, IT, courier, etc.).
• Obtain quotations, prepare simple comparison summaries, and follow up on service levels and contract renewals.
• Ensure service providers meet health, safety, and quality standards expected of an international organisation.

6. Meetings, Events & Travel Coordination

• Assist in scheduling internal and external meetings, including cross-time-zone meetings with regional/global teams.
• Support the organisation of company events, training sessions, townhalls, and workshops.
• Coordinate basic travel arrangements, accommodation bookings, and logistics for visiting staff or management where needed.

7. Management & Administrative Support

• Provide general administrative support to Country Manager/Directors and other senior stakeholders (e.g. scheduling, documents, follow-ups).
• Assist with preparing simple reports, presentations, forms, and templates in Word, Excel, and PowerPoint.
• Handle ad-hoc administrative tasks as assigned to support smooth business operations in Malaysia.

Requirements

• Diploma/Degree in Business Administration, Office Management, or related field preferred.
• 3-5 years of relevant experience in administrative/office management or similar role; experience in a multinational or international environment is an advantage.
• Strong organisational, coordination, and time-management skills with high attention to detail.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and comfortable with basic IT tools and online meeting platforms (e.g. Teams, Zoom).
• Good command of English and Bahasa Malaysia; additional languages will be an advantage in a multicultural setting.
• Professional, pleasant demeanour with strong communication and interpersonal skills.
• Able to handle multiple tasks, prioritise effectively, and work independently with minimal supervision.
• High level of integrity, discretion, and ability to handle confidential information.

Personal Attributes

• Reliable, responsible, and consistent in delivering on commitments.

• Service-oriented, helpful, and supportive towards colleagues at all levels.
• Calm, organised, and solution-focused when dealing with urgent or unexpected issues.
• Proactive, resourceful, and willing to take ownership of office operations and improvements.

What Our Client Offers

• Competitive salary and benefits package.

• International working environment with exposure to regional and global stakeholders.
• Opportunity to take ownership of the KL office function and contribute to a positive workplace culture.
• Stable, professional organisation with clear processes and room for growth.

How to Apply

Interested candidates are invited to submit their resume to kreynold@gabrielhunters.com, stating current and expected salary and availability.
Only shortlisted candidates will be contacted.