Admin, HR, Accounting

XChangeLab; Johor; On-site; MYR 33,000 - 60,000; Full time

Job summary

XChangeLab is seeking a hands-on Personal Assistant / Office Manager based in Johor Bahru, Malaysia. The role reports directly to the owner/CEO and blends office administration, HR support, and accounting assistance to keep the owner focused on strategic priorities.

You'll coordinate office operations, vendor management, recruitment, onboarding, and ensure compliance with Malaysian rules. This role requires English fluency, practical IT skills, discretion, and a proactive, organized mindset to

Qualifications

• 1–2 years of experience in admin, office management or HR.
• Fluent English, spoken and written.
• Right to work in Malaysia.
• Comfortable with computers: email, spreadsheets, calendar, messaging apps.
• Able to keep information confidential.
• Calm, reliable and proactive.

Responsibilities

• Run daily office matters: supplies, equipment, repairs, and vendor management.
• Organize meetings, calls, trips, visas, flights, and hotels.
• Keep the owner's calendar and remind them of tasks and deadlines.
• Handle office and housing rentals: contracts, payments, and renewals.
• Deal with Malaysian authorities on licenses, registrations, renewals.
• Organize courier services, deliveries, and document logistics.
• Keep the company's document archive, paper and digital.
• Handle personal tasks for the owner: from booking a restaurant to organizing a move.
• Find and hire people: post job ads, screen resumes, and schedule interviews.
• Run first-round interviews and prepare candidates for the owner's interview.
• Onboard new hires: contracts, paperwork, access, and workstation setup.
• Track leave, sick days, and working hours for office staff.
• Keep employment paperwork in line with Malaysian rules with lawyers/agents as needed.
• Track office expenses and receipts; prepare simple expense reports.
• Support the accountant or outside agent: gather documents, bills, and invoices.
• Keep regular office bills (rent, internet, utilities) tracked.

Skills

Fluent English

Organized

Detail-oriented

Self-starter

Proactive

Communicates well

Confidentiality

Multitasking

Tools

Email

Spreadsheets

Calendar apps

Messaging apps

Job description

This is a full-time Personal Assistant / Office Manager role based in Johor Bahru, Malaysia, reporting directly to the owner/CEO. The role encompasses office administration, HR support, and accounting assistance. You will organize everything around the owner: office operations, people management, documents, day-to-day money matters, and personal tasks, taking routine work off the owner's plate.

Key responsibilities

• Run daily office matters: supplies, equipment, furniture, repairs, and vendor management
• Organize meetings, calls, trips, visas, flights, and hotels
• Keep the owner's calendar and remind them of tasks and deadlines
• Handle office and housing rentals: contracts, payments, and renewals
• Deal with Malaysian authorities on current matters (licenses, registrations, renewals)
• Organize courier services, deliveries, and document logistics
• Keep the company's document archive, paper and digital
• Handle personal tasks for the owner: from booking a restaurant to organizing a move
• Find and hire people: post job ads, screen resumes, and schedule interviews
• Run first-round interviews and prepare candidates for the owner's interview
• Onboard new hires: contracts, paperwork, access, and workstation setup
• Track leave, sick days, and working hours for office staff
• Keep employment paperwork in line with Malaysian rules (permits, contracts), working with lawyers/agents when needed
• Track small office expenses and receipts
• Prepare simple expense reports for the owner
• Support the accountant or outside agent: gather documents, bills, and invoices
• Keep track of regular office bills (rent, internet, utilities)

About you

• Fluent English, spoken and written
• 1-2 years of experience in admin, office management, or HR
• Right to work in Malaysia, or Malaysian citizenship/residency
• Comfortable with computers: email, spreadsheets, calendar, messaging apps
• Ready to switch between different tasks during the day - from paperwork to personal errands
• Self-starter: does not wait for instructions on every step, sees things through
• Organized and detail-oriented
• Able to keep things confidential - will have access to the owner's personal and work data
• Calm and reliable - someone the owner can count onReacts fast, stays composed in tricky situations
• Communicates well with people - staff, vendors, government offices
• Proactive: notices what needs to be done without being asked

About us

XChangeLab is based in Johor Bahru, Malaysia.