Administrative Assistant

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Travel DMC Group Full time 204,000 - 240,000 per year

Position Overview

We are seeking a proactive and detail-oriented Administrative Assistant to join our dynamic travel agency team. You will be the backbone of our operations, coordinating with hotels, drivers, and vendors while managing office logistics and client communications.

Key Responsibilities

Coordination & Vendor Management

  • Coordinate with hotel partners - negotiate rates, confirm bookings, and manage payments
  • Liaise with drivers and transportation partners for tour arrangements
  • Manage hotel supplier relationships and maintain updated rate sheets
  • Collect and update pricing from hotels, resorts, and tour operators
  • Process and verify hotel payments and billing

Calendar & Schedule Management

  • Handle and coordinate active calendars for management and staff
  • Schedule and confirm client meetings, tours, and vendor appointments
  • Ensure no scheduling conflicts and send timely reminders
  • Track booking confirmations and deadlines

Administrative Operations

  • Organize and maintain files/records based on office protocol
  • Manage booking documentation, invoices, and vendor contracts
  • Provide ad hoc support around office as needed
  • Prepare itineraries and booking confirmations
  • Monitor and follow up on pending reservations

Communication & Support

  • Respond to vendor inquiries and maintain professional relationships
  • Support the team with administrative tasks to ensure smooth operations
  • Handle customer service inquiries when needed

Required Qualifications

  • Bachelor's degree or equivalent relevant experience
  • Strong interpersonal, customer service, and communication skills (English, Malay & Chinese fluency)
  • Excellent ability to multitask and prioritize daily tasks
  • Proficient in Microsoft Office suite (Excel, Word, PowerPoint)
  • Organized, detail-oriented, and able to meet tight deadlines
  • Ability to take initiative and problem-solve independently
  • Experience with booking systems or travel software (preferred but trainable)

Preferred Qualifications

  • Previous experience in travel, hospitality, or customer-facing roles
  • Knowledge of Malaysian hotels and tourist destinations
  • Experience coordinating with multiple vendors
  • Basic accounting or invoicing familiarity

What We Offer

  • Competitive salary based on experience
  • Opportunity to grow within the travel industry
  • Training and mentorship
  • Dynamic and collaborative work environment
  • Performance-based incentives

Salary Range

RM1700 - RM2000 per month (based on experience and qualifications)

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