Admin cum HR Assistant

XTEP MALAYSIA SDN. BHD.; Kuala Lumpur; On-site; MYR 31,000 - 49,000; Full time

Job summary

XTEP MALAYSIA SDN. BHD. is seeking an organized office administrator in Kuala Lumpur to handle daily clerical tasks, data entry, and document management. You will coordinate meetings, travel, and events while maintaining filing systems and supplier records.

In addition, you will assist with purchasing, HR documentation, attendance, payroll support, and onboarding processes, liaising with the China Headquarters in Mandarin.

Qualifications

• Proficient in Microsoft Office.
• Able to work independently and handle multiple tasks.
• Must be able to speak and write in Mandarin to liaise with China Headquarters.
• Candidates who are able to start immediately will have an added advantage.

Responsibilities

• Handle daily office administrative duties, clerical work, and data entry.
• Prepare, organize, scan, photocopy, and maintain company documents and records.
• Manage incoming and outgoing correspondence, emails, telephone calls, and enquiries.
• Maintain an organized filing system for easy document retrieval.
• Monitor office & store supplies and stationery inventory and arrange purchases when necessary.
• Coordinate office maintenance, equipment servicing, and repair arrangements.
• Assist in preparing quotations, purchase orders, invoices, delivery orders, and other administrative documents.
• Arrange meetings, appointments, travel bookings, and company events when required.
• Maintain records of company licenses, insurance, contracts, and other administrative documents.
• Support daily office operations and ensure administrative tasks are completed accurately and on time.
• Assist in sourcing quotations from suppliers and comparing prices.
• Prepare purchase requisitions and purchase orders for approval.
• Follow up on orders, deliveries, invoices, and outstanding documents.
• Maintain supplier records and purchasing documentation.
• Assist in monitoring office expenses and maintaining proper records.
• Maintain employee records and personal files.
• Assist with recruitment and interview arrangements.
• Prepare HR documents, including offer letters and employment contracts.
• Monitor employee attendance, leave, and overtime records.
• Assist with payroll preparation and statutory documentation.
• Support employee onboarding and resignation procedures.

Skills

Multitasking

Independent working

Mandarin language

Tools

Microsoft Office

Job description

Handle daily office administrative duties, clerical work, and data entry.

Prepare, organize, scan, photocopy, and maintain company documents and records.

Manage incoming and outgoing correspondence, emails, telephone calls, and enquiries.

Maintain an organized filing system for easy document retrieval.

Monitor office & store supplies and stationery inventory and arrange purchases when necessary.

Coordinate office maintenance, equipment servicing, and repair arrangements.

Assist in preparing quotations, purchase orders, invoices, delivery orders, and other administrative documents.

Arrange meetings, appointments, travel bookings, and company events when required.

Maintain records of company licenses, insurance, contracts, and other administrative documents.

Support daily office operations and ensure administrative tasks are completed accurately and on time.

2. Purchasing & Documentation Support

Assist in sourcing quotations from suppliers and comparing prices.

Prepare purchase requisitions and purchase orders for approval.

Follow up on orders, deliveries, invoices, and outstanding documents.

Maintain supplier records and purchasing documentation.

Assist in monitoring office expenses and maintaining proper records.

3. Human Resources Support

Maintain employee records and personal files.

Assist with recruitment and interview arrangements.

Prepare HR documents, including offer letters and employment contracts.

Monitor employee attendance, leave, and overtime records.

Assist with payroll preparation and statutory documentation.

Support employee onboarding and resignation procedures.

Job Requirements

Proficient in Microsoft Office.

Able to work independently and handle multiple tasks.

Must be able to speak and write in Mandarin to liaise with China Headquarters.

Candidates who are able to start immediately will have an added advantage.