Office Admin

7 days ago

Sungai Besi, Malaysia WIT Venture Sdn Bhd Full time

Key Responsibilities:

1. General Office Administration

  • Manage day-to-day administrative duties including filing, data entry, document preparation, and correspondence.
  • Maintain and update company records, contracts, employee files, and operational documentation.

    Ensure office supplies, stationery, and equipment are stocked and maintained.
  • Coordinate courier services, mail distribution, and document dispatching to external parties.

2. Operations & Coordination Support

  • Assist internal departments with administrative paperwork.
  • Support in preparing necessary checklists, schedules, and other when required.
  • Liaise with external parties to gather the necessary information - Quotations, scheduling, and payment processing.
  • Track and update the list progress.

3. Finance & Procurement Assistance

  • Support the Finance team by collecting invoices, receipts, and payment documents for monthly claims and reports.
  • Prepare basic expense summaries and petty cash records for approval.
  • Ensure timely submission of utility bills, vendor payments, and operational expenses.
  • Monitor office budget usage and flag discrepancies or over-expenditures.

4. HR & Staff Support

  • Assist in onboarding new staff, preparing employment forms, and maintaining attendance or leave records.
  • Coordinate uniform distribution, ID issuance, and basic staff logistics.
  • Support HR in scheduling interviews, meetings, and company events.
  • Maintain confidentiality of employee information and company documents.

5. Facility & Office Management

  • Oversee cleanliness, organization, and functionality of the office environment.

    Coordinate with building management for maintenance, access cards, and safety compliance.
  • Ensure all office utilities (internet, water, electricity) are functioning and bills are paid on time.
  • Arrange company-related travel bookings, meeting setups, and refreshments when necessary.

6. Reporting & Support to Management

  • Prepare weekly administrative summary reports on office operations and pending items.
  • Assist the management team in documentation, scheduling, and meeting preparations.
  • Follow up on assigned tasks or pending approvals from various departments.
  • Handle ad-hoc administrative projects or company events as required.

Requirements:

  • Minimum Diploma in Business Administration, Management, or related field.
  • 1–2 years of experience in office administration, operations support, or coordination roles (fresh graduates welcome).
  • Proficient in Microsoft Office / Google Workspace and comfortable with digital record-keeping tools.
  • Organized, detail-oriented, and able to multitask effectively.
  • Good communication skills in English and Malay; Mandarin is an advantage.
  • Proactive, dependable, and able to work independently with minimal supervision.

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