Admin Assistant

1 week ago

Kuala Lumpur, Malaysia Kechara Soup Kitchen Full time

**Job Purpose**
To support the smooth and efficient running of daily administrative operations, enabling the organization to deliver its programs and services effectively. The Admin Assistant ensures that office functions, documentation, communication, and logistics are well-managed and aligned with the NGO's values and mission.

**1. General Office Administration**
Maintain and organize office filing systems (digital and physical).
Ensure the office is well-stocked with necessary supplies and equipment.
Handle front desk duties, including welcoming visitors and attending to inquiries.
Issuance of receipts to donors and to post out physical receipts to them.
Update donor contacts into our ERP system.
Issuance of payment vouchers to process payments to vendors and staff claims.
Assist manager to go to bank for bank errands.
Keep track monthly inventory update of t-shirt stocks from HQ and hubs.
Keep track on building and also vehicle maintenance schedule.
Go to post office to stock up stamps and to post out receipts.

**2. Document Management & Record Keeping**
Maintain up-to-date records of contracts, agreements, and official documents.
Assist in the preparation, printing, and filing of letters, forms, and reports.
Support the digitization and proper archiving of key documents.

**3. Logistics & Event Support**
Support logístical arrangements for meetings, workshops, trainings, and field visits.
Assist in booking venues, preparing materials, coordinating travel, and managing accommodations.
Ensure proper documentation and administrative follow-up for events.

**4. Procurement Support**
Assist in obtaining quotations and preparing purchase requests.
Coordinate with suppliers and service providers for delivery and invoicing.
Maintain records of purchases and inventory.

**5. Staff & Volunteer Support**
Support onboarding of volunteers (workspace setup).
Assist other team members when there is shortage of manpower.

**6. Communication & Coordination**
Liaise with utility providers, service vendors, and building management as needed.

**Qualifications & Skills**
Minimum SPM / Diploma in Administration, Business Studies, or related field.
At least 1 year of relevant working experience (NGO experience is an advantage).
Strong organizational, time management, and multitasking skills.
Good written and verbal communication in English, Bahasa Malaysia, Cantonese / Mandarin.
Proficient in Microsoft Office (Word, Excel, Outlook).
High level of integrity, discretion, and a proactive attitude.
- Working Days & Hours: Monday - Friday 10am to 6pm, Saturday 2pm to 10pm
- Work Location: Jalan Barat, Imbi, KL
- Work Type: Work from Office (KL)
- Open to Malaysians only
- Salary: RM2,000 - RM2500 per month

Pay: RM2,000.00 - RM2,500.00 per month

Work Location: In person

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