Admin & General Affairs Executive

BYD Malaysia; Selangor; On-site; MYR 39,000 - 73,000; Full time

Job summary

BYD Malaysia is seeking an Admin & General Affairs Executive to support the GA Manager in daily administrative and workplace operations. You will coordinate facilities, vendors, assets, employee services and travel for management and international visitors.

The role involves maintaining records, handling licenses, and assisting with office relocation, events and projects in a fast-paced environment.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Management, Human Resources or a related field.
• 2–3 years of relevant experience in administration, general affairs, facilities or office operations.
• Experience in an MNC, automotive, manufacturing or fast-paced environment is an advantage.
• Good coordination, vendor management and negotiation skills.
• Strong organizational, communication and time-management skills.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Able to work independently, manage multiple priorities and handle urgent matters.
• Proactive, responsible and service-oriented with strong attention to detail.
• Good command of English; Mandarin and Bahasa Malaysia.
• Willing and able to travel when required for business, site visits, events or other operational matters.

Responsibilities

• Manage daily administration and general affairs activities to ensure smooth office operations.
• Coordinate office facilities, maintenance, cleaning, security, parking, access cards and other workplace services.
• Manage vendors and service providers, including quotations, coordination, performance and payment follow-up.
• Manage office supplies, equipment, company assets and related records.
• Coordinate company vehicles, drivers and other transportation arrangements.
• Coordinate business travel, accommodation, airport transfers and transportation arrangements for employees and management when required.
• Support logistical arrangements for HQ leaders, VIPs and international visitors, including accommodation, transportation, meeting arrangements and local itineraries.
• Support office relocation, renovation, events and other workplace projects.
• Coordinate relevant licenses, permits, registrations and related documentation.
• Prepare purchase requests, purchase orders and supporting documents for GA expenses.
• Monitor GA expenses and maintain proper records of contracts, invoices, assets and other administrative documents.
• Liaise with building management, landlords, government authorities and other external parties when required.
• Maintain administrative procedures and records to improve operational efficiency and service quality.
• Provide general administrative and operational support to management and other departments on matters within the GA function.
• Perform other GA-related duties and ad-hoc assignments as assigned by the GA Manager or Management.

Skills

Vendor management

Coordination

Time management

Microsoft Office

Education

Diploma or Bachelor’s Degree in Business Admin./Management/HR

Tools

Excel

PowerPoint

Word

Job description

The Admin & General Affairs Executive supports the GA Manager in managing daily administrative and workplace operations. The role coordinates facilities, vendors, company assets, employee services, business travel and arrangements for management and international visitors.

Responsibilities:

• Manage daily administration and general affairs activities to ensure smooth office operations.
• Coordinate office facilities, maintenance, cleaning, security, parking, access cards and other workplace services.
• Manage vendors and service providers, including quotations, coordination, performance and payment follow-up.
• Manage office supplies, equipment, company assets and related records.
• Coordinate company vehicles, drivers and other transportation arrangements.
• Coordinate business travel, accommodation, airport transfers and transportation arrangements for employees and management when required.
• Support logistical arrangements for HQ leaders, VIPs and international visitors, including accommodation, transportation, meeting arrangements and local itineraries.
• Support office relocation, renovation, events and other workplace projects.
• Coordinate relevant licenses, permits, registrations and related documentation.
• Prepare purchase requests, purchase orders and supporting documents for GA expenses.
• Monitor GA expenses and maintain proper records of contracts, invoices, assets and other administrative documents.
• Liaise with building management, landlords, government authorities and other external parties when required.
• Maintain administrative procedures and records to improve operational efficiency and service quality.
• Provide general administrative and operational support to management and other departments on matters within the GA function.
• Perform other GA-related duties and ad-hoc assignments as assigned by the GA Manager or Management.

Requirements:

• Diploma or Bachelor's Degree in Business Administration, Management, Human Resources or a related field.
• 2–3 years of relevant experience in administration, general affairs, facilities or office operations.
• Experience in an MNC, automotive, manufacturing or fast-paced environment is an advantage.
• Good coordination, vendor management and negotiation skills.
• Strong organizational, communication and time-management skills.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Able to work independently, manage multiple priorities and handle urgent matters.
• Proactive, responsible and service-oriented with strong attention to detail.
• Good command of English; Mandarin and Bahasa Malaysia.
• Willing and able to travel when required for business, site visits, events or other operational matters.