Administrative Assistant

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Digital Labs Sdn Bhd (from M1) Full time 40,000 - 60,000 per year

Job Summary

The Admin Assistant provides vital support across recruitment operations, travel logistics, and office administration to ensure smooth day-to-day HR functions and business operations. This role is ideal for individuals who are detail-oriented, proactive, and passionate about building a potential long-term career in HR Ops and/or Talent Acquisition.

Key Responsibilities

1. Talent Acquisition Operations (70%)

  • Provide administrative and coordination support for recruitment activities, including job postings, interview scheduling, and candidate communication.
  • Maintain and update recruitment databases to ensure accurate tracking of interview schedules, candidate statuses, and hiring progress.
  • Liaise with hiring managers and external recruitment agencies to coordinate interviews and manage candidate logistics.
  • Assist in the preparation of recruitment-related reports, dashboards, and documentation to support hiring decisions.

2. Travel & Logistics Support (10%)

  • Coordinate and manage overseas and local travel arrangements for employees, including flight, accommodation, and ground transportation bookings.
  • Ensure compliance with company travel policies, approval workflows, and cost guidelines.
  • Process travel-related claims and invoices accurately and in a timely manner.
  • Maintain organized records of travel documentation, itineraries, and vendor communications.

3. Office & Pantry Management (10%)

  • Oversee the procurement and inventory management of office and pantry supplies to ensure adequate stock levels.
  • Source, evaluate, and liaise with vendors for quotations, purchase orders, and deliveries.
  • Monitor supplier performance and ensure timely replenishment of essential items.
  • Support initiatives to maintain a clean, safe, and conducive workplace environment.

4. General Administrative Support (10%)

  • Assist in the planning and execution of company events, staff engagement activities, and HR initiatives.
  • Manage general administrative tasks such as correspondence handling, filing, and documentation.
  • Undertake ad-hoc administrative duties and cross-departmental projects to support operational efficiency.

Requirements

  • Diploma or Degree in Human Resources, Business Administration, or a related field.
  • 1–2 years of relevant experience in HR, recruitment coordination, or administrative support (internship experience may be considered).
  • Strong organizational and multitasking skills with attention to detail.
  • Proficient in Microsoft Office 365 applications (Excel, Outlook, SharePoint).
  • Excellent communication and interpersonal skills with a positive, service-oriented mindset.

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