Admin Executive

INVENTEC APPLIANCES (MALAYSIA) SDN. BHD.; Bayan Lepas; On-site; MYR 36,000 - 48,000; Full time

Job summary

INVENTEC APPLIANCES (MALAYSIA) SDN. BHD. in Penang seeks an Admin Executive to oversee daily office operations, asset management, hostel coordination, and vendor oversight.

You will coordinate travel, maintain compliance, and support audits while ensuring timely contract renewals and smooth facility services. The role requires a Diploma or Bachelor’s in business/HR, 2–3 years' experience in GA/operations, and fluency in Mandarin, English, and Bahasa Malaysia for formal communications and

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Human Resource Management, or related field.
• Minimum 2–3 years of hands-on experience in Office Administration, GA, or Operations Management.
• Mandarin proficiency (spoken & written) to communicate with stakeholders and handle bilingual documentation.
• Fluent in English and Bahasa Malaysia for official correspondence and government liaison.
• Experience with local statutory renewals and government registrations.
• Experience in managing staff hostels, office space allocation, and worker permits for vendors.

Responsibilities

• Oversee daily office operations to ensure facilities run smoothly
• Manage procurement, registration, and inventory of office consumables and supplies
• Coordinate routine service and maintenance for office equipment (e.g., photocopiers, water dispensers)
• Manage meeting room schedules, corporate event planning, and guest reception
• Handle workspace and locker assignments for new and existing staff
• Maintain the company asset tracking database (Category G assets)
• Manage company vehicles, including road tax and insurance renewals, servicing/repair arrangements, and claims
• Coordinate internal driver schedules and external car rental services for staff business needs
• Maintain hostel lease tracker to ensure timely contract renewals and term reviews
• Manage corporate travel coordination, including flight tickets, accommodation, and transportation arrangements

Skills

Mandarin

English

Bahasa Malaysia

Organizational skills

Education

Diploma or Bachelor's Degree in Business Administration / HRM / related field

Tools

Microsoft Office

Asset management software

Job description

An Admin Executive oversees daily office operations, facility management, company asset administration, hostel and accommodation management, vendor and service provider oversight, travel coordination, government compliance management, and audit support to ensure smooth organizational functioning.

Key Responsibilities:

• Oversee daily office operations to ensure facilities run smoothly
• Manage procurement, registration, and inventory of office consumables and supplies
• Coordinate routine service and maintenance for office equipment (e.g., photocopiers, water dispensers)
• Manage meeting room schedules, corporate event planning, and guest reception
• Handle workspace and locker assignments for new and existing staff
• Maintain and update the company asset tracking database (Category G assets)
• Manage company vehicles, including road tax and insurance renewals, regular servicing/repair arrangements, and related payment claims
• Coordinate internal driver schedules and external car rental services for staff business needs
• Maintain the hostel lease tracker to ensure timely contract renewals and term reviews
• Manage corporate travel coordination, including flight tickets, accommodation, and transportation arrangements

Job Requirements:

• Diploma or Bachelor's Degree in Business Administration, Human Resource Management, or any related field
• Minimum 2-3 years of hands-on experience in Office Administration, General Affairs (GA), or Operations Management
• Mandarin proficiency (spoken & written) to communicate effectively with key internal stakeholders, hostel occupants, and handle Chinese/bilingual documentation
• Fluent in both written and spoken English and Bahasa Malaysia for official correspondence, government department liaisons, and local vendor management
• Familiar with Malaysian statutory renewals, including local authority Business Operating Licenses, Assessment Tax, Company Vehicle Road Tax & Insurance renewal, and LHDN Tenancy Stamping Status
• Experience in managing staff hostels (lease tracking, utility maintenance), office space allocation, and overseeing worker permits/documentation for third-party vendors
• Proven ability to manage company assets (Category G), office supplies procurement, and service agreements for office facilities
• Experience in reviewing department payment claims, processing advance payments for vendors/government units, and maintaining organized audit-ready documentation
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with e-canteen or asset management software is a plus
• Strong organizational skills, excellent interpersonal skills, high attention to detail with strict adherence to deadlines, confidentiality, and document accuracy