Admin Assistant Receptionist

1 week ago

Subang Jaya, Malaysia DK-MY Properties Sdn Bhd Full time

**(A) Receptionist Duties**
- Answer, screen, and direct incoming calls, providing accurate information or forwarding to the appropriate department as needed.
- Manage incoming and outgoing mail and courier services, ensuring timely distribution, proper documentation, and record-keeping.
- Regularly update staff extension numbers on the Company’s sharepoint system for easy access.
- Ensure the reception area, meeting rooms, and discussion rooms are clean, tidy and presentable at all times.

**(B) Administrative Duties**
- Manage office supplies inventory; place orders as needed to ensure adequate stock levels.
- Assist in sourcing and purchasing office materials, preparing purchase order (PO) and coordinating payment.
- Maintain and update the admin payment summary.
- Assist with data entry, documentation and basic reports.
- Liaise with air-conditioning contractors and other vendors to address and resolve office-related maintenance services issues.
- Manage service and maintenance for office equipment such as Coway water dispensers and photocopy machines, ensuring timely service and functionality.
- Monitor pantry supplies, ensuring regular replenishment of refreshments and other consumables.
- Handle basic pantry organisation and monitor cleanliness, including disposable utensils and cleaning items.
- Keep track of expiry and renewal dates for the following and inform HR Manager at least two months in advance:

- Company business licenses
- Vehicle road tax and insurance
- Staff insurance
- Company Fire Insurance
- Fire extinguisher service & renewal
- Support in arranging food and beverage orders for meetings, training sessions, or company events.
- Assist the HR department with tasks such as scheduling interviews, internal meetings, and exit interviews.
- Organize and maintain physical filing systems including labelling, sorting, and filing of HR and administrative documents.
- Ensure photocopy machines are stocked with A4 paper and functional in the HR department.
- Book meeting rooms for events, interviews, or internal sessions as required.
- Schedule staff birthday reminders in the shared calendar for HR Manager’s reference.
- Monitor attendance and punctuality of cleaners, dispatch, and office runners; escalate any issues to the HR Manager for further action.
- Compile and check employee claims before submission to HR Manager or Finance.
- Assist in updating the organization chart when staff movement or structural changes occur.
- Assist in any ad-hoc duties and activities as and when required

**(C) Electricity Top-Up Duties**
- Handle tenant electricity top-ups, issue replacement or new cards, process refunds and manage inquiries related to electricity services.
- Prepare monthly closing report for electricity top-ups, ensuring all transactions are accurately recorded and reported.

**Job Types**: Full-time, Permanent

Pay: RM2,500.00 - RM3,500.00 per month

**Benefits**:

- Flexible schedule
- Free parking
- Health insurance
- Maternity leave
- Opportunities for promotion
- Parental leave
- Professional development

Schedule:

- Fixed shift
- Monday to Friday

Work Location: In person

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