ADMIN ASSISTANT (Can Speak Chinese）

Triple Blessing Trade & Distribution Sdn. Bhd.; Kuantan; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading distribution company in Malaysia is seeking an Office Operations Manager to oversee daily operations and ensure a well-coordinated office environment. Responsibilities include managing supplies, coordinating vendor services, supporting meetings and events, and maintaining document organization. The ideal candidate will have strong organizational and communication skills, a background in office management, and proficiency in Microsoft Office Suite. Join a dynamic team to support operational excellence in a collaborative setting.

Qualifications

• 3 years of administrative or office support experience; experience in a relevant industry is a plus.
• Strong written and verbal communication skills; proficiency in professional correspondence.
• Exceptional organizational and time-management skills; ability to manage multiple responsibilities.

Responsibilities

• Oversee daily office operations, including supplies and equipment maintenance.
• Manage calendars, schedule appointments, and coordinate travel arrangements.
• Organize documents, maintain records, and prepare materials for meetings.

Skills

Organizational skills

Communication skills

Microsoft Office Suite proficiency

Problem-solving

Attention to detail

Education

High school diploma or equivalent

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Google Workspace

Asana

Trello

Slack

Job description

Office Operations & Facilities Management

Oversee daily office operations (e.g., managing office supplies inventory, coordinating equipment maintenance, ensuring a clean and organized workspace).

Process office expenses, submit reimbursement requests, and maintain records of administrative costs.

Coordinate with vendors (e.g., cleaning services, IT support, office supply providers) to ensure timely delivery and resolve issues.

Manage meeting rooms: schedule bookings, prepare meeting materials (agendas, presentations, refreshments), and handle post-meeting follow-up (distribute minutes, file documents).

Calendar & Communication Coordination

Manage executives’ or team’s calendars: schedule appointments, meetings, and travel arrangements (flights, hotels, transportation).

Act as a first point of contact for internal and external inquiries (phone calls, emails, in-person visits); direct inquiries to the appropriate staff and follow up as needed.

Draft, edit, and distribute internal communications (e.g., memos, announcements, meeting agendas/minutes) to ensure effective information flow.

Document Management & Administration

Organize and maintain physical and digital files (e.g., employee records, project documents, contracts) in compliance with company policies.

Prepare and format documents (reports, presentations, spreadsheets, letters) using Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace.

Assist with data entry, record-keeping, and report generation to support departmental or organizational goals.

Coordinate the preparation and distribution of company-wide documents (e.g., handbooks, policy updates).

Event & Project Support

Coordinate internal and external events (e.g., team meetings, workshops, client visits, company celebrations): manage logistics, send invitations, track attendance, and handle post-event follow-up.

Provide administrative support to cross-functional projects (e.g., coordinating tasks, scheduling project meetings, compiling project updates, organizing project materials).

Assist with onboarding new employees (e.g., preparing welcome packs, setting up workstations, coordinating training sessions).

Cross-Functional Support

Collaborate with other departments (HR, Finance, Marketing) to support shared initiatives (e.g., company-wide events, budget planning, compliance tasks).

Handle ad-hoc administrative tasks and special projects as assigned by management, ensuring timely and accurate completion.

Required Qualifications & Skills

Education

High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.

Experience

3 years of administrative or office support experience. Experience in [specific industry, e.g., corporate, non-profit, healthcare, tech] is a plus.

Core Competencies

• Exceptional organizational and time-management skills; ability to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
• Strong written and verbal communication skills; proficiency in professional correspondence and interpersonal interactions.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace; familiarity with office management software (e.g., Asana, Trello, Slack) is a bonus.
• Attention to detail and accuracy in data entry, document preparation, and record-keeping.
• Proactive problem-solving abilities; ability to anticipate needs and take initiative without direct supervision.
• Discretion and confidentiality when handling sensitive information (e.g., employee data, company contracts).
• Friendly, professional demeanor; ability to work collaboratively with teams at all levels of the organization.