Office Administrator

**Position**:Office Administrator

**Location**:Kuala Lumpur, Malaysia

**Employment Type**:Permanent

**Position Summary**

We are looking for a highly organized, detail-oriented, and proactive Office Administrator to provide comprehensive administrative support to our Management and our Malaysia team. This role offers hands-on exposure to day-to-day office admin operations, and has the ability to work independently with good communication ethics and knowledge.

**Location & Relocation**
- This position is **based at our Kuala Lumpur HQ**.

**A-2-6, Megan Avenue 1, 189, Jalan Tun Razak, Hampshire Park, 50400 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur? (Yes/No)**

**Key Role & Responsibilities**
- Provide full administrative support to the head office, other branch operations and ensure smooth day-to-day office management, assist in all related human resource functions, onboarding and offboarding of staff, support Malaysian team and maintain professional standards in all aspects of communication.
- Handle all front desk duties, phone calls, visitor inquiries and all related reception duties including supervising company driver schedule etc.
- Draft correspondence, and maintain office supplies, inventory, liaise with vendors, coordinate office supply maintenance, company vehicle records, insurance related documentation, etc.
- Manage Management’s calendar; schedule appointments, coordinate internal/external meetings and events, travel arrangements, internal announcements/memos.
- Prepare and manage documents such as reports, correspondence, and internal communications.
- Work closely with department lead during project deadlines and must have the ability to work as a team and carry out additional administrative task as directed.

**Requirements**:

- A Diploma or Bachelor’s Degree in Business Administration, Human Resources, or a related field.
- Minimum 1 year of relevant experience in administrative or office-based roles.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint.
- Excellent in both written and spoken English and Bahasa Malaysia.
- High level of professionalism, integrity, excellent time management and ability to meet tight deadlines.
- Process-oriented person with a proactive approach to improvement and efficiency in work, multitasking personality, able to work independently, adaptable in a fast-paced environment.

**Work Arrangements**

**Location**:Fully office-based in Kuala Lumpur, Malaysia

Working Hours:

- Monday to Thursday: 9:00 AM - 6:00 PM
- Friday: 9:00 AM - 5:30 PM

**Why we offer**
- Strong and conducive working environment
- Opportunities for career advancement within the company
- Attractive remuneration commensurate with skills and experience
- Convenient office location with easy access to public transport

**Salary Range**

**RM 2,500 - RM 3,500 per month**_(commensurate with qualifications & experience)_

**How to Apply**

**Application - Office Administrator**
- A recent passport-sized photograph embedded in your resume or attached separately
- Copies of all relevant academic certificates, transcripts, and professional qualifications

**Job Type**: Permanent

Pay: RM2,500.00 - RM3,500.00 per month

**Benefits**:

- Health insurance
- Opportunities for promotion
- Professional development

Application Question(s):

- Are you able start immediately? IF Not - How long is your notice period? How many annual leave balances do you have left? (to reduce your notice period?)
- What is your expected negotiable salary amount/range for this position?
- What is your last drawn salary amount? ( You may choose to not disclose at this stage of the hiring process but will have to disclose, if you have been selected to the offer stage)
- This role is fully office-based (no hybrid/WFH). Are you able to commit to on-site work? (Yes/No)
- Microsoft Office proficiency — rate your level:

- Word: ☐ Basic ☐ Intermediate ☐ Advanced
- Excel: ☐ Basic ☐ Intermediate ☐ Advanced
- PowerPoint: ☐ Basic ☐ Intermediate ☐ Advanced

Have you used Microsoft SharePoint or a similar document management/collaboration tool? (Yes/No). If Yes, briefly describe what you did with it (e.g., document libraries, permissions, versioning, approvals):

- Document Preparation & Filing

Which items have you drafted/prepared before? (Select all that apply/are applicable)
☐ Internal memos/circulars 
☐ External letters (vendors/government/partners) 
☐ Meeting agendas & minutes
☐ Standard operating procedures (SOPs) 
☐ Forms & checklists 
☐ Presentation decks/briefs 
☐ Travel letters/visa support letters 
☐ Courier/dispatch cover letters
☐ Filing indexes (digital/physical) 
☐ Document templates/letterheads 
☐ Others: ________
- Level of involvement in document work (Select all that apply/are applicable):
☐ Filled ready-made templates only
☐ Edited/updated templates with minor changes (names, dates, clauses)
☐ Drafted documents from company templates end-to-end
☐ Created new templates / coordin