Office & Administration Executive (Malaysia)

What You'll Do

• Manage accounts payable and receivable, including monitoring outstanding invoices and collections, preparing purchase and sales orders, verifying payment documentation, performing monthly account reconciliations, and maintaining vendor tax-related documents (e.g., SST).
• Prepare payment supporting documents, manage and maintain petty cash records, ensure proper cash safekeeping, and monitor monthly budgets
• Coordinate business travel, employee claims, visas, work permits, and related administrative matters.
• Switchboard & front desk management
• Manage office operations and facilities, including workplace services, inventory, assets, maintenance, safety, office layout, security, and general administration.
• Handle procurement and vendor management, including sourcing, quotations, negotiations, purchasing, vendor performance, and compliance requirements.
• Support HR operations, including onboarding, employee records, and expatriate administration.
• Prepare reports, monitor KPIs and projects, maintain accurate records, and provide proactive recommendations to management.
• Collaborate with employees, management, Head Office, vendors, government authorities, and other departments to ensure smooth and efficient operations.

What We're Looking For

• Bachelor's degree in Business Administration, Management, HR, or a related field.
• Minimum 4 years of relevant experience in administrative roles, such as Administrative Coordinator, Secretary, Executive Assistant to C-level/management, General Affairs, or HRGA.
• Fluent in English is a must, with strong communication and stakeholder management skills.
• Strong knowledge of HR administration, procurement, vendor management, and office/facility operations.
• Strong organizational, problem-solving, and multitasking skills with a proactive and hands-on approach.
• Proficient in Microsoft Office/Google Workspace and comfortable with digital administrative systems.
• Previous experience in a multinational or corporate environment is preferred.
• High level of integrity, professionalism, confidentiality, and attention to detail.
• Able to coordinate and communicate effectively with internal stakeholders, external vendors, government authorities, and service providers.