Admin Assistant (Document & Dispatch)

Private Advertiser; Puchong; On-site; MYR 30,000 - 42,000; Full time

Job summary

Private Advertiser is seeking an Admin Assistant – Document & Dispatch to support day-to-day administrative tasks, including signature coordination, dispatch, mail management, filing and general office support.

The role requires a careful, organized individual who can manage physical documents, maintain accurate records and perform routine tasks independently with English and Bahasa Malaysia communication.

Qualifications

• At least 1 year of administrative experience preferred.
• Fresh graduates with good organisation and communication skills may also be considered.
• Basic proficiency in Microsoft Word and Excel.
• Able to prepare simple business letters using existing templates.
• Able to maintain basic Excel trackers accurately.
• Able to communicate in English and Bahasa Malaysia; willing to travel locally for document delivery/collection.

Responsibilities

• Prepare documents for management signatures and arrange in the correct signing sequence.
• Manage cover letters, acknowledgement documents and proofs of delivery.
• Handle incoming mail, sort and forward time-sensitive correspondence.
• Maintain proper filing of documents and records, both physical and electronic.
• Support printing, photocopying, scanning and basic office admin tasks.
• Assist other departments with simple administrative duties as required.

Skills

Attention to detail

Organised

Independent working

Communication skills

Microsoft Word

Microsoft Excel

English language

Bahasa Malaysia

Time management

Education

No formal degree required

Tools

Microsoft Excel

Job description

The Admin Assistant – Document & Dispatch is responsible for supporting the Company’s day-to-day administrative and document-handling activities, including signature coordination, dispatch, incoming mail management, filing and general office support.

The role requires a careful and organised individual who can manage physical documents properly, maintain accurate records and perform routine office visits and administrative tasks independently.

Key Responsibilities

1. Document & Signature Management

Prepare documents for management/director signatures and arrange them in the correct signing sequence.

Check that documents are complete before submitting them for signature.

Prepare signature batches together with the relevant supporting documents.

Follow up on documents pending signature and maintain proper records of their status.

Scan, photocopy and file signed documents after completion.

2. Cover Letters & Acknowledgement Documents

Prepare simple cover letters based on approved templates.

Prepare acknowledgement receipts, receiving copies and supporting documents for delivery.

Ensure documents requiring acknowledgement are properly signed or stamped by the receiving party.

Follow up and retain proof of receipt for Company records.

Arrange delivery and collection of documents through courier, Grab, hand delivery or other approved methods.

Perform document delivery or collection personally when required.

Track outgoing documents and ensure proof of delivery is obtained.

Follow up on documents that need to be returned to the Company.

Handle occasional document submissions to banks, government offices, professional firms or business partners.

4. Incoming Mail & Office Mailbox

Attend the office and check and clear the Company’s physical mailbox once a week.

Collect, open and sort incoming letters, statements, notices and other correspondence.

Identify important or time-sensitive correspondence and promptly forward it to the relevant department or person.

Scan or keep copies of important correspondence where required.

Maintain proper filing of incoming mail and supporting records.

Ensure the mailbox is regularly cleared and does not accumulate unattended correspondence.

5. Filing & Record Keeping

Maintain proper physical and electronic filing of documents.

Documents sent for signature

Acknowledgements received

Ensure confidential documents are handled securely.

6. General Office Administration

Assist with printing, photocopying, scanning and binding.

Assist with filing and organisation of Company records.

Support basic office supplies and administrative arrangements.

Assist Finance, HR, Legal and other departments with simple administrative tasks when required.

Perform other reasonable administrative or runner duties assigned by management.

Requirements

At least 1 year of administrative, office assistant, document control or similar experience is preferred.

Fresh graduates with good organisation and communication skills may also be considered.

Basic proficiency in Microsoft Word and Excel.

Able to prepare simple business letters using existing templates.

Able to maintain basic Excel trackers accurately.

Able to communicate in English and Bahasa Malaysia.

Comfortable attending the office regularly and travelling locally for document delivery or collection when required.

Possession of own transport is an advantage.

Skills & Attributes

The successful candidate should be:

Careful and detail-oriented.

Organised and able to keep track of multiple documents.

Responsible when handling original and confidential documents.

Able to follow instructions and established procedures.

Able to work independently on routine administrative matters.

Proactive in following up on outstanding documents.

Punctual and reliable.

Comfortable performing both office-based administrative work and occasional dispatch/runner duties.