ADMIN ASSISTANT

GATTI (M) SDN. BHD.; Rawang; On-site; MYR 45,000 - 73,000; Full time

Job summary

GATTI (M) SDN. BHD. is seeking a proactive administrator to handle a full spectrum of duties across departments, outlets and a hostel in Rawang.

The role involves frequent travel, procurement, and coordination of foreign workers, with duties covering government submissions and tenancy management. The ideal candidate will maintain filing systems, assist HR, liaise with immigration authorities, and support all office operations.

Qualifications

• Strong organizational and time management skills with the ability to multi-task and prioritize effectively.
• Attention to detail and accuracy in documentation.

Responsibilities

• Handle full spectrum of administration duties within all departments, outlet and hostel.
• Support office admin and HR, and manage frequent parcel & travel.
• Fetch foreign workers from hostel to work and take to FOMEMA as required.
• Submit documents to government departments (immigration, JTK, KWSP, SOCSO, banks).
• Maintain filing systems and document control.
• Manage office premises cleanliness, safety, and supplies.
• Assist in procurement and expenditure requisitions, vendor quotations, and PO preparation.
• Purchase stationery, groceries, and related items for outlets and fairs.
• Oversee maintenance of all office locations, liaising with suppliers and set-up teams.
• Arrange furniture, lockers, and other items; coordinate delivery and approval.
• Coordinate travel, including flights, hotels, and transport for staff and events.
• Handle company vehicle matters (tax, insurance, service, summons).
• Liaise with suppliers on maintenance and equipment issues.
• Maintain tenancy agreements and rental database; monitor expiries.
• Prepare and review contracts and agreements; ensure compliance.
• Source transport and courier services; compare quotes and obtain approvals.
• Coordinate with landlords/agents on tenancy and facilities.
• Prepare letters, minutes, and internal memos; support monthly meetings.
• Liaise with relevant parties for Chinese visa needs and related ad hoc tasks.
• Provide support for special projects and events as needed.

Skills

Organization

Time management

Communication

Multilingual ability

Tools

Microsoft Office

Job description

Handle full spectrum of administration duties within all the departments, outlet and hostel.

Support office admin, HR department, need to carry parcel & travel frequently.

Compulsory to fetch foreign worker from hostel to work and vise versa everyday. And bring to FOMEMA and any other assigned job related to foreign workers as and when required.

Submit documents to government department, such as immigresen, JTK department, kwsp, socso, bank etc.

Manage day-to-day office administrative tasks including filing, documentation, and correspondence.

Maintain filing systems, document control, and administrative records.

Ensure cleanliness, safety, and functionality of the office premises. Manage office supplies inventory.

Assist in procurement & expenditure requisition such as sourcing for quotations for all the department request, tabling comparisons and preparing purchase orders.

Purchase stationeries, printed stationeries and groceries from time to time. ( include outlet & fair).

Responsible for maintenance of all office location, including all hostel and all outlets. Source few quotation and do comparison and get management approval. Once approve, Liaise with supplier, contractor regarding all maintenance and issue related until completed. And also liaise with set up team, which maintenance they can assist in ( without contractor outside) and completed it within the dateline given.

Purchase furniture, lockers, double decker, etc as per requested by Outlets / other department, and arrange delivery with supplier and completed within the dateline and nicely. And inform the PIC when done.

Manage travel arrangements, including flights tickets, hotel, accommodations and transportation for staff, foreign workers and executives and also the event organised by management and other department.

Handle all matter related with company vehicle (road tax/insurance/ service/ summon/ police report)

Liaise with supplier regarding maintenance and issue related printing photocopy machine, air Cond, fire extinguisher and etc.

Maintaining an up-to-date rental database and monitor tenancy expiries. Assist in preparing and reviewing company contracts and agreements, ensuring accuracy and compliance with legal requirements.

Maintain & Upkeep Tenancy Agreements for all outlets and HQ and prepare and always update in Ms Excel, date of tenancy agreement, expired date, opening date, address in details. Handle and liaise with Landlord / Agency regarding rental house, outlet and staff & foreign worker hostel.

Review / monitor all document/ equipment related opening and closing outlet and fair.

Work Permit (Mall Management/ Landlord), Tenancy Agreement, Premise and advertisement license (Local Government and Dewan Bahasa), Insurance (Insurance agency)- Internet and line coverage, Fire Extinguisher and Prepare PC and Cashier set- Handling, request and arrange SSM Company for company secretary.

Submit application of Trade Mark, Industrial Design, and Pattern; follow up the previous application.

Source a few transport company / transport service quotation and do the comparison. Propose and get approval from management.

Survey and source any equipment, and items need and requested by other department. (all office departments /outlet/fair)

Booking SF international courier service, Skynet and other cheaper courier service for pickup; request flyers and consignment note.

Liaise with bank and merchant agency for application and relocation of merchant terminal.

Prepare letter and memo and Take meeting minutes when there is a monthly meeting.

Liaise to any related parties as per requested by management: - Chinese Visa and etc (ad hoc task).

To perform any other duties as may be assigned from time to time.

Providing support for special projects and events as needed

Receive, sort, and distribute daily mail, deliveries, and any correspondence. Handle incoming phone calls, Handling incoming communications, both written and verbal, in a professional and courteous manner

Demonstrating a proactive and solutions-focused approach to problem-solving

What we're looking for

Prefer Male candidates as Need to carry quite heavy items.

Willing to travel within Klang Valley.

Strong organizational and time management skills with the ability to multi-task and prioritize effectively

Minimum 2 years of experience in an administrative or office support role.

Can speak, read and write in Mandarin, Bahasa Malaysia & English.

Know in using office software, including Microsoft Office suite (Word, Excel, PowerPoint)

Attention to detail and the ability to maintain accurate records and documentation

Proactive and self-motivated, with a proven track record of working independently and as part of a team

Flexible and adaptable, with a positive attitude and a willingness to learn

Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels of the organization

Candidate who can start work IMMEDIATELY will be an added Advantage.

Candidate who can read, write and speak in Mandarin is an Added Advantage because need to liaise with china supplier and china embassy.