Admin Executive - Mandarin Speaker (Open for Fresh Graduate)

Hebe Beauty Style Sdn Bhd; Petaling Jaya; On-site; MYR 30,000 - 48,000; Full time

Job summary

HEBE BEAUTY is seeking an Office Administration and Facilities Management professional in Malaysia to oversee daily admin, facilities, and assets, while coordinating travel and vendor relations. The role also supports HR operations, onboarding/offboarding, and employee welfare initiatives.

Ideal candidates have 0-2 years in related fields, with a diploma or bachelor’s in business administration or management, and strong English and Mandarin communication skills for diverse client engagement.

Qualifications

• 0-2 years of experience in office administration or facilities management.
• Diploma or Bachelor’s Degree in Business Administration, Management, or related field.
• Strong organizational skills with excellent attention to detail and time management.
• Ability to multitask, prioritize workload, and work independently in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to liaise with internal stakeholders and external vendors.
• Proficient in English and Mandarin to effectively communicate with our diverse client base and stakeholders (spoken and written).

Responsibilities

• Manage daily office administration operations, ensuring a smooth and efficient workplace environment.
• Oversee office facilities, including office maintenance, utilities, phone lines, courier services, security, cleaning services, and general office upkeep.
• Manage office assets and equipment, including tracking, maintenance, allocation, and disposal when required.
• Coordinate office renovation, relocation, and improvement projects.
• Handle procurement of office supplies, IT equipment, and other operational needs.
• Liaise with vendors and service providers to ensure timely delivery and quality service.
• Manage vendor relationships and support contract/service arrangements.
• Coordinate business travel arrangements, including flights, accommodation, and related logistics.
• Manage HQ & BA uniform issuance and inventory tracking.
• Coordinate name card requests and issuance.
• Support employee onboarding and offboarding processes, including preparation and management of company assets, tools, and equipment.
• Assist with employee accommodation management and related arrangements.
• Support employee welfare activities, company events, and engagement initiatives.
• Work closely with HRBPs to support HR operations and employee-related initiatives.
• Drive continuous improvement of administrative processes and workflows.
• Prepare reports and documentation related to office operations when required.
• Perform any other tasks or projects assigned by superior or the Company.

Skills

Organizational skills

Time management

Multitasking

Communication

Stakeholder liaison

English & Mandarin

Education

Diploma or Bachelor’s in Business Admin/Management

Job description

Office Administration and Facilities Management

Manage daily office administration operations, ensuring a smooth and efficient workplace environment.

Oversee office facilities, including office maintenance, utilities, phone lines, courier services, security, cleaning services, and general office upkeep.

Manage office assets and equipment, including tracking, maintenance, allocation, and disposal when required.

Coordinate office renovation, relocation, and improvement projects.

Handle procurement of office supplies, IT equipment, and other operational needs.

Liaise with vendors and service providers to ensure timely delivery and quality service.

Manage vendor relationships and support contract/service arrangements.

Travel & Employee Support

Coordinate business travel arrangements, including flights, accommodation, and related logistics.

Manage HQ & Beauty Advisor (BA) uniform issuance and inventory tracking.

Coordinate name card requests and issuance.

Support employee onboarding and offboarding processes, including preparation and management of company assets, tools, and equipment.

Assist with employee accommodation management and related arrangements.

Employee Engagement & HR Operations Support

Support employee welfare activities, company events, and engagement initiatives.

Work closely with HRBPs to support HR operations and employee-related initiatives.

Drive continuous improvement of administrative processes and workflows.

Prepare reports and documentation related to office operations when required.

Perform any other tasks or projects assigned by superior or the Company.

Job Requirements

0-2 year of experience

in office administration, facilities management, or related functions.

Diploma or Bachelor’s Degree in Business Administration, Management, or any related field.

Strong organizational skills with excellent attention to detail and time management abilities.

Ability to multitask, prioritize workload, and work independently in a fast-paced environment.

Strong communication and interpersonal skills with the ability to liaise with internal stakeholders and external vendors.

Proficient in English and Mandarin to effectively communicate with our diverse client base and stakeholders (spoken and written).

Company Description

Founded in 2018, HEBE BEAUTY is an international cosmetics powerhouse dedicated to redefining beauty standards worldwide.

With a strong presence in Indonesia, Malaysia, Thailand, Philippines, Vietnam, and more, we continuously push the boundaries of beauty. Our diverse portfolio encompasses brands like Y.O.U Beauty, barenbliss, Dazzle Me, lavojoy, and GLAMFIX, offering a wide range of cosmetics, skincare, and personal care products.

What can I earn as an Administration Executive