Admin Executive

VOLT AUTO MALAYSIA SDN. BHD.; Petaling Jaya; On-site; MYR 36,000 - 58,000; Full time

Job summary

VOLT AUTO MALAYSIA SDN. BHD. is seeking an organized administrative professional to manage daily office operations and support a range of admin duties.

The role includes handling communications, scheduling, records, mail, and supplies while ensuring a welcoming front desk and smooth day-to-day office flow. Ideal candidates will have strong multitasking abilities, attention to detail, and proficiency in MS Office Suite.

Qualifications

• Prior experience as a receptionist or administrative assistant preferred.
• Entry-level candidates are welcome to apply.
• Strong organizational skills with the ability to multitask.
• Attention to detail and ability to handle confidential information.
• Proficient in MS Office Suite and office equipment.

Responsibilities

• Manage daily office operations to ensure smooth functioning.
• Prepare, format, and distribute internal communications, notices, and reports.
• Assist with scheduling meetings, booking meeting rooms, and coordinating calendars.
• Maintain accurate records, filing systems, and databases.
• Open and distribute incoming mail and packages promptly.
• Order and maintain office supplies such as stationery, pantry items, and other necessary materials.
• Collate supply requests from other offices and coordinate fulfillment and delivery.
• Greet and assist visitors, serving as the first point of contact for the office.
• Handle incoming calls and direct them to the appropriate staff.
• Act as the primary contact for office renovation or facilities-related issues.
• Liaise with contractors, vendors, and service providers to ensure timely resolution of office maintenance matters.
• Monitor office equipment and furniture, arranging repairs or replacements when necessary.
• Maintain clean and organized meeting rooms and common spaces.
• Ensure compliance with health, safety, and security standards within the office.
• Support HR and management in implementing office policies and procedures.
• Assist with processing invoices, petty cash claims, and expense reports.
• Track office-related expenditures and provide monthly updates to management.
• Coordinate onboarding logistics for new hires (workstation setup, access cards, supplies).
• Support staff with administrative requests and ensure smooth day-to-day operations.
• Undertake any other administrative tasks as assigned to support business needs.

Skills

MS Office

Multitasking

Communication

Record keeping

Tools

MS Office Suite

Job description

Manage daily office operations to ensure smooth functioning.

Prepare, format, and distribute internal communications, notices, and reports.

Assist with scheduling meetings, booking meeting rooms, and coordinating calendars.

Maintain accurate records, filing systems, and databases.

Mail & Supplies Management

Open and distribute incoming mail and packages promptly.

Order and maintain office supplies such as stationery, pantry items, and other necessary materials.

Collate supply requests from other offices and coordinate fulfillment and delivery.

Front Desk & Visitor Management

Greet and assist visitors, serving as the first point of contact for the office.

Handle incoming calls and direct them to the appropriate staff.

Act as the primary contact for office renovation or facilities-related issues.

Liaise with contractors, vendors, and service providers to ensure timely resolution of office maintenance matters.

Monitor office equipment and furniture, arranging repairs or replacements when necessary.

Maintain clean and organized meeting rooms and common spaces.

Ensure compliance with health, safety, and security standards within the office.

Support HR and management in implementing office policies and procedures.

Finance & Procurement Support

Assist with processing invoices, petty cash claims, and expense reports.

Track office-related expenditures and provide monthly updates to management.

Employee Support

Coordinate onboarding logistics for new hires (workstation setup, access cards, supplies).

Support staff with administrative requests and ensure smooth day-to-day operations.

Ad-hoc Duties

Undertake any other administrative tasks as assigned to support business needs.

Requirement

Prior experience as a receptionist, administrative assistant, or in a similar role preferred.

Entry-level candidates are welcome to apply.

Strong organizational skills with the ability to multitask.

Attention to detail and ability to handle confidential information.

Proficient in MS Office Suite and office equipment.

A proactive, friendly, and professional demeanour.