Admin Assistant / Admin Executive

HKSM Sports Sdn Bhd; Nibong Tebal; On-site; MYR 36,000 - 60,000; Full time

Job summary

HKSM Sports Sdn Bhd is seeking an organized Office Administrator to support daily operations in Penang. You will manage general administration, facilities coordination, purchasing support and document control, ensuring compliance and efficient reporting.

You'll assist with employee onboarding and offboarding, maintain records, liaise with suppliers and service providers, and support audits and health and safety programs. The role involves close collaboration with management and HR teams.

Qualifications

• Diploma or equivalent qualification in business administration or related field.
• Experience in office administration and facilities coordination.
• Strong organisational and time management skills.
• Good written and verbal communication with stakeholders.
• Knowledge of workplace safety and audit support is a plus.

Responsibilities

• Manage daily office administration, including correspondence, emails, telephone calls, enquiries, documents, reports, forms and records.
• Coordinate internal meetings, appointments, schedules, meeting arrangements, courier services, postage, deliveries and document distribution.
• Maintain organised filing systems and ensure administrative documents are accurately labelled, stored, updated and readily retrievable.
• Monitor office stationery, consumables, equipment, furniture, company assets and general supplies.
• Monitor the condition, cleanliness and safety of office facilities, equipment and common areas.
• Coordinate repair, maintenance and preventive maintenance works with external contractors and service providers.
• Monitor office utilities, including electricity, water, internet and telephone services, and report defects, safety hazards and maintenance issues to the HRA Manager.
• Prepare purchase requisitions, obtain and compare supplier quotations, coordinate approved purchases and verify deliveries against approved requests.
• Maintain supplier contact details, quotation records and supporting documentation while monitoring administrative expenses and supporting cost-control initiatives.
• Ensure purchases and administrative activities follow company approval procedures, legal requirements and internal procedures.
• Assist with employee onboarding and offboarding arrangements, including identification cards, access cards, uniforms and other required items.
• Maintain employee administrative records and coordinate accommodation, transportation, welfare, travel and other authorised arrangements.
• Support company events, employee activities, meetings, training arrangements and employee-related documentation and enquiries.
• Monitor document revision dates, maintain current approved versions and protect confidential information from unauthorised access.
• Maintain records of contracts, service agreements, permits and licences assigned to the department.
• Assist with document retention and disposal procedures and prepare administrative documentation for internal and external audits.
• Support company administrative policies, standard operating procedures, workplace health and safety, housekeeping activities and SMETA and other customer audits.
• Report unsafe conditions, non-compliance and administrative irregularities to management, and maintain evidence of inspections, maintenance and corrective actions.
• Cooperate with auditors and relevant authorities within the scope of assigned responsibilities.
• Prepare weekly and monthly administrative reports, track outstanding maintenance requests and follow up on required actions.
• Recommend improvements to office procedures and administrative efficiency, and assist in developing and updating administrative SOPs and work instructions.
• Perform other reasonable duties assigned by the HRA Manager or management.

Skills

Organisational skills

Time management

Communication skills

Attention to detail

Independent work

Education

Diploma in Business Administration

Office Management qualification

Tools

Office software

Document management systems

Job description

Support the smooth and efficient operation of the office by managing general administration, facilities, purchasing coordination, employee administrative support, document control, compliance activities, reporting and continuous improvement. The role works closely with management, the HRA Department, Purchasing Department, suppliers, service providers, auditors and relevant authorities.

Key responsibilities

Manage daily office administration, including correspondence, emails, telephone calls, enquiries, documents, reports, forms and records.

Coordinate internal meetings, appointments, schedules, meeting arrangements, courier services, postage, deliveries and document distribution.

Maintain organised filing systems and ensure administrative documents are accurately labelled, stored, updated and readily retrievable.

Monitor office stationery, consumables, equipment, furniture, company assets and general supplies.

Monitor the condition, cleanliness and safety of office facilities, equipment and common areas.

Coordinate repair, maintenance and preventive maintenance works with external contractors and service providers.

Monitor office utilities, including electricity, water, internet and telephone services, and report defects, safety hazards and maintenance issues to the HRA Manager.

Prepare purchase requisitions, obtain and compare supplier quotations, coordinate approved purchases and verify deliveries against approved requests.

Maintain supplier contact details, quotation records and supporting documentation while monitoring administrative expenses and supporting cost-control initiatives.

Ensure purchases and administrative activities follow company approval procedures, legal requirements and internal procedures.

Assist with employee onboarding and offboarding arrangements, including identification cards, access cards, uniforms and other required items.

Maintain employee administrative records and coordinate accommodation, transportation, welfare, travel and other authorised arrangements.

Support company events, employee activities, meetings, training arrangements and employee-related documentation and enquiries.

Monitor document revision dates, maintain current approved versions and protect confidential information from unauthorised access.

Maintain records of contracts, service agreements, permits and licences assigned to the department.

Assist with document retention and disposal procedures and prepare administrative documentation for internal and external audits.

Support company administrative policies, standard operating procedures, workplace health and safety, housekeeping activities and SMETA and other customer audits.

Report unsafe conditions, non-compliance and administrative irregularities to management, and maintain evidence of inspections, maintenance and corrective actions.

Cooperate with auditors and relevant authorities within the scope of assigned responsibilities.

Prepare weekly and monthly administrative reports, track outstanding maintenance requests and follow up on required actions.

Recommend improvements to office procedures and administrative efficiency, and assist in developing and updating administrative SOPs and work instructions.

Perform other reasonable duties assigned by the HRA Manager or management.

What we're looking for

Diploma or equivalent qualification in business administration, office management, human resources administration or a related field.

Experience in office administration, facilities coordination, purchasing support, document control or a similar role.

Strong organisational and time management skills with the ability to manage multiple administrative activities and follow up on outstanding tasks.

Good written and verbal communication skills for coordinating with employees, management, suppliers, contractors, auditors and service providers.

Proficiency in standard office software and electronic document management systems.

Careful attention to detail when maintaining records, preparing reports, checking quotations and handling confidential information.

Knowledge of workplace safety, administrative compliance, audit support and document retention practices is an advantage.

Ability to work independently, maintain accurate records and contribute to a safe, clean and well-organised workplace.