Administrative Executive – Licensing

7 days ago

Petaling Jaya, Selangor, Malaysia AscendServ Corporate Services Sdn. Bhd. Full time 24,000 - 40,000 per year

AscendServ Corporate Services Sdn Bhd is a professional corporate services provider based in Petaling Jaya, Selangor. We provide a full range of solutions including company secretarial services, share registrar and issuing house services, payroll outsourcing, and business consultancy. At AscendServ, we believe in growing together — both as a company and as individuals. We value teamwork, open communication, and a positive workplace culture where every team member can contribute ideas, develop new skills, and build a rewarding career. Join us and be part of a motivated team shaping the future of corporate services.

We are looking for a motivated Administrative Executive to join our team. This role will primarily handle general administration tasks while providing support in corporate secretarial matters.

Key Responsibilities

Administrative Support

  • Perform general administrative tasks such as data entry, filling, scanning, photocopying and document handling.
  • Manage office supplies inventory and place orders when necessary.
  • Coordinate and schedule meetings, appointments and internal events.
  • Coordinate with vendors, service providers, and building management when necessary.
  • Handle incoming and outgoing mail, courier and deliveries.
  • Maintain cleanliness and tidiness of common office areas.
  • Any other ad hoc duties as assigned by the management.

Licensing & Employment Pass Support

  • Assist in preparing, compiling, and submitting applications for clients' business licenses.
  • Support the application, renewal, and documentation process for clients' employment passes and related immigration matters.
  • Liaise with relevant government departments and agencies to ensure timely approval and compliance including meeting the officers from time to time.
  • Maintain proper records and follow-up schedules for license and employment pass renewals.

Company Secretarial Tasks

  • Maintain a systematic filling system for all corporate secretarial documents.
  • Assist in liaising with regulatory bodies, directors, shareholders and other stakeholders.
  • Ensure all statutory forms and documents are accurately named, properly filed and systematically maintained in the company's server.
  • Provide support in preparing and drafting:
  • a) Annual Returnb) CCM Cover Letterc) Statutory Forms
  • Maintaining proper records of shareholdings and share transfers.
  • Responsible to liaise and follow up with clients regarding outstanding payments.
  • Prepare and submit OPE Vouchers for filling fees, penalties and out-of-pocket expenses.
  • Compile and email the required statutory audit documents to external auditors in a timely manner.
  • Manage all correspondence, including emails and phone calls related to payment or billing inquiries, and redirect communication to the relevant clients where necessary.
  • Perform other ad-hoc corporate secretarial tasks as assigned.

Skills & Requirements

  • Diploma in Business Administration, Secretarial, or related field.
  • Minimum 2 - 3 years of relevant experience in corporate secretarial work
  • Preferably with some exposure to corporate secretarial work or admin experience in professional services.
  • Good communication skills in English and Bahasa Malaysia (written & spoken). Ability to speak Mandarin will be an added advantage.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Detail-oriented, responsible, and able to meet deadlines.

Job Types: Full-time, Permanent

Pay: RM3, RM4,000.00 per month

Benefits:

  • Additional leave
  • Health insurance
  • Maternity leave
  • Opportunities for promotion
  • Professional development

Work Location: In person

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