Administrative Support Specialist

2 weeks ago

Johor Bahru, Johor, Malaysia Talent Recruit Full time
Job Title: Admin AssistantCompany Overview

Talent Recruit is a leading recruitment agency providing top talent solutions to various industries.

Job Summary

We are seeking an experienced Admin Assistant to join our team. The ideal candidate will have excellent organizational and communication skills, with a proven ability to multitask and prioritize tasks effectively.

Key Responsibilities
  • Coordinating Training Programs

Assist in coordinating and scheduling training programs, workshops, and seminars for employees.

Tracking Employee Training

Track employee training records, ensuring that mandatory training is completed on time.

Administrative Support

Assist with administering and managing the company's insurance policies, acting as the primary point of contact for all insurance-related matters, including employee and corporate coverage.

Liaising with Insurance Providers

Liaise with insurance providers to ensure all policies, both corporate and employee-related, are up-to-date, addressing any issues and ensuring smooth policy administration.

Supporting Recruitment and Onboarding

Assist with recruitment, onboarding, and compliance for local and foreign interns/apprentices.

Managing Work Passes and Visas

Handle work passes, visas, and regulatory requirements for foreign candidates.

IT Service Provider Management

Assist in identifying, evaluating, and selecting IT service providers for server hosting, software development, and data security, and establish service agreements outlining responsibilities and expectations.

ISO Certification Support

Act as the primary point of contact with the IT service providers, ensuring smooth day-to-day communication, service support and issue resolution.

Maintaining Compliance

Assist in implementing and maintaining ISO certification, ensuring compliance through documentation, internal audits, and training support.

Liaising with Auditors

Liaise with external auditors and departments to facilitate audits, address non-conformities, and report on ISO performance metrics to management.

Document Management

Maintain accurate and organized filing systems for all documents.

Administrative Support

Minutes taking, prepare reports and presentations as needed by management.

Calendar Management

Manage and maintain executives calendars, including scheduling appointments, meetings, and coordinating logistics.

Requirements
  • Diploma or Bachelor's Degree

Diploma or Bachelor's degree in Business Administration, Human Resources, Accounting or a related field.

Administrative Experience

Proven experience in an administrative or coordinator role, preferably with exposure to L&D, insurance, or HR-related tasks.

Excellent Communication Skills

Excellent organizational and multitasking skills, strong communication skills (both written and verbal), and ability to generate professional minutes of meeting and presentations.

Language Proficiency

Fluent in both English and Mandarin.

Confidentiality

Ability to handle sensitive information with discretion and maintain confidentiality.

Problem-Solving

Strong problem-solving abilities and attention to detail.

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