Admin cum Personal Assistant (Mandarin Speaker)

YC Capital Group of Companies; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

YC Capital Group of Companies in Kuala Lumpur is seeking an Executive, Admin (Finance) cum Personal Assistant to support the Finance department and senior management. The role demands strong organization, discretion with confidential matters, and the ability to manage multiple tasks efficiently.

You will handle calendar and travel, coordinate with overseas vendors (notably China), manage invoicing and documentation, and contribute to process improvements while maintaining professional

Qualifications

• Degree in Business Administration, Finance, or related field.
• Minimum 2–4 years of relevant admin, finance support, PA, or vendor coordination.
• Experience with overseas vendors, especially China market.
• Strong negotiation and communication skills with vendors.
• Able to speak, read, and write Mandarin.
• Good understanding of basic finance processes (invoicing, documentation).
• Strong organizational and multitasking skills.
• High integrity and ability to handle confidential information.
• Good communication in English & Bahasa Malaysia.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).

Responsibilities

• Manage day-to-day administrative functions to ensure smooth office operations.
• Handle documentation, filing, and record-keeping (both physical and digital).
• Coordinate meetings, prepare agendas, and take minutes when required.
• Assist Finance team with data entry, invoice processing, and documentation.
• Manage calendar, appointments, and travel arrangements for senior management.
• Liaise with vendors, especially China-based, on orders, pricing, and delivery; negotiate terms.
• Assist in personal matters/tasks for senior management when required.
• Follow up on tasks, deadlines, and deliverables; ensure proper documentation.

Skills

Vendor coordination

Negotiation

Communication

Mandarin

English

Bahasa Malaysia

Office administration

Multitasking

Education

Bachelor's degree in Business Administration or Finance

Tools

Microsoft Office

Job description

The Executive, Admin (Finance) cum Personal Assistant is responsible for providing administrative support to the Finance department while also assisting senior management with personal and executive tasks. This role requires strong organisational skills, attention to detail, and the ability to handle confidential matters with discretion.

Key Responsibilities

1. Administrative & Office Management

• Manage day-to-day administrative functions to ensure smooth office operations
• Handle documentation, filing, and record-keeping (both physical and digital)
• Coordinate meetings, prepare agendas, and take minutes when required
• Manage office supplies and liaise with vendors

2. Finance Administrative Support

• Assist Finance team with data entry, invoice processing, and documentation
• Support in preparation of reports, payment tracking, and basic reconciliation
• Maintain proper filing of financial documents for audit and compliance purposes
• Liaise with internal departments on finance-related documentation
• Liaise and coordinate with vendors, particularly from China, on orders, pricing, and delivery
• Negotiate pricing, terms, and timelines to ensure cost efficiency and timely supply
• Manage communication to resolve issues related to shipment, documentation, and payments
• Build and maintain good relationships with overseas vendors

4. Personal Assistant Duties

• Provide full secretarial and administrative support to senior management
• Manage calendar, appointments, and travel arrangements
• Handle confidential correspondence, emails, and calls professionally
• Assist in personal matters/tasks as assigned (when required)

5. Coordination & Communication

• Act as a point of contact between management, staff, and external parties
• Follow up on tasks, deadlines, and deliverables
• Ensure timely communication and proper documentation

6. Ad-hoc Duties

• Support any administrative or finance-related tasks as assigned
• Participate in process improvement initiatives when required

Requirements

• Degree in Business Administration, Finance, or related field
• Minimum 2–4 years of relevant experience in admin, finance support, PA, or vendor coordination
• Experience dealing with overseas vendors, especially China market is an added advantage
• Strong negotiation and communication skills with vendors
• Able to speak, read, and write Mandarin (to liaise with China-based vendors)
• Good understanding of basic finance processes (invoicing, documentation, etc.)
• Strong organizational and multitasking skills
• High level of integrity and ability to handle confidential information
• Good communication skills in English & Bahasa Malaysia
• Proficient in Microsoft Office (Excel, Word, PowerPoint)