Admin Executive

Innowave Tech Sdn. Bhd.; Bayan Lepas; On-site; MYR 39,000 - 58,000; Full time

Job summary

Innowave Tech Sdn. Bhd. in Penang is seeking a proactive Admin Executive to be the backbone of our Bayan Lepas office, supporting HR, finance, and day-to-day operations while assisting the sales team and Singapore office.

This hands-on generalist role offers variety, ownership, and growth as the company expands; you will handle office admin, onboarding, vendor communications, and basic financial tasks with a close-knit team.

Qualifications

• SPM or Diploma in Business Administration, Finance, HR, or related field.
• 1–2 years in office administration, basic finance or HR support.
• Strong English, Mandarin capable for stakeholders and vendors.
• Proficient in MS Office; AI tools training encouraged.

Responsibilities

• General Office Administration and facility maintenance.
• HR: onboarding, recruitment support, offboarding, filings.
• Finance: purchase orders, vendor invoices, monthly records.
• Regional support: assist Singapore team and sales quotations/invoices.

Skills

English proficiency

Mandarin communication

Microsoft Office

Power Query

AI tools familiarity

Education

Diploma or equivalent in Business Admin/Finance/HR

Tools

Microsoft Teams

Job description

We're looking for a proactive, organised Admin Executive to be the backbone of our Penang office. You'll keep HR, finance, and day‑to‑day operations running smoothly, while supporting our sales team and our Singapore office. It's a hands‑on generalist role for someone who enjoys variety, takes ownership without needing to be micromanaged, and wants to grow their scope as the company grows.

Key Responsibilities

1. General Office Administration

• Manage pantry supplies, stationery, and general office upkeep.
• Manage office facility maintenance and equipment upkeep.
• Manage business travel bookings - flights, accommodation, and logistics.
• Support company events, staff activities, and festive celebrations, including liaising with vendors for marketing materials and printing.
• Handle other general office administration duties as needed.

2. Finance & HR Support

HR

• Support recruitment end‑to‑end: post job ads, screen and shortlist candidates, arrange interviews, and follow up with candidates on results.
• Handle employee onboarding: contract preparation, onboarding form verification, new‑hire system/account setup, and orientation.
• Handle employee offboarding: exit forms, exit interviews, and asset return.
• Maintain employee personal files and the internship/part‑time tracker.
• Maintain the employee handbook, company announcements, and other official HR correspondence.
• Support statutory HR filings (e.g. CP22/CP22A, stamp duty) with guidance from the HR team.
• Perform first‑level verification of employee expense claims.

Finance

• Prepare purchase requisitions and purchase orders: gather quotations and liaise with vendors on purchasing needs.
• Confirm receipt of goods and services, and support the related payment process.
• Process vendor invoices, payment slips, and monthly financial records.
• Process monthly office rental and other recurring facility payments.
• Maintain the fixed asset register and asset tagging.

3. Regional & Operational Support

• Support the sales team with quotations, invoices, and the client database.
• Support the Singapore team as needed, including maintaining shared trackers.

Requirements

• Minimum SPM or a Diploma in Business Administration, Finance, HR, or a related field.
• 1-2 years of relevant experience in office administration, basic finance, or HR support.
• Good written and spoken English; able to communicate in Chinese to liaise with Mandarin‑speaking stakeholders and vendors.
• Proficient in Microsoft Office (Word, Excel); familiarity with Power Query or workflow automation is a plus. Open to learning and using AI tools in daily work.
• Proactive and well‑organised, comfortable working independently with minimal supervision; detail‑oriented and accurate, especially when handling records, documents, and confidential information; eager to learn, adaptable, and comfortable multitasking across HR, finance, and office‑admin responsibilities.

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Computer Software & Networking 11-50 employees

Innowave Tech is Singapore‑based Manufacturing AI company pioneering in state‑of‑the‑art industrial agentic and vision AI to simplify manufacturing and drive digital transformation. We help organizations unlock new efficiencies, reduce costs, and accelerate innovation cycles to address the complex challenges of modern advanced manufacturing. Our solutions specialize in machine autonomation, automated quality assurance, process automation and optimization.

With a global presence in over 10 cities, we collaborate with industry leaders to create transformative solutions in semiconductor manufacturing, electronics manufacturing, chemical processes, and aerospace.

Innowave Tech is Singapore‑based Manufacturing AI company pioneering in state‑of‑the‑art industrial agentic and vision AI to simplify manufacturing and drive digital transformation. We help organizations unlock new efficiencies, reduce costs, and accelerate innovation cycles to address the complex challenges of modern advanced manufacturing. Our solutions specialize in machine autonomation, automated quality assurance, process automation and optimization.

With a global presence in over 10 cities, we collaborate with industry leaders to create transformative solutions in semiconductor manufacturing, electronics manufacturing, chemical processes, and aerospace.