Admin, Last Mile

Ninja Van Malaysia; Shah Alam; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent logistics company in Shah Alam seeks an Operations – Last Mile professional. The role involves managing asset inventory, maintaining employee records, overseeing vehicle management, and supporting payroll functions. Candidates should have a degree in Business Administration, be proficient in Bahasa Malaysia and English, and possess strong interpersonal skills. This is a full-time, on-site position offering a monthly salary of RM2,000 - RM2,200.

Qualifications

• Candidate must possess a Diploma/Advanced/Higher/Graduate Diploma, Bachelor's Degree/Post Graduate Diploma/Professional Degree in fields related to Business Administration.
• Required languages: Bahasa Malaysia, English.
• Any prior working experience will be greatly advantageous.

Responsibilities

• Maintain station files and update records.
• Track and manage station assets and documentation.
• Manage employee records for Last Mile staff.
• Update vehicle inventory and condition reports.
• Coordinate with HR and Finance on payroll-related tasks.
• Manage travel bookings for Last Mile staff.

Skills

Interpersonal skills

Verbal communication

Problem-solving skills

Listening skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Education

Diploma or higher in Business Administration

Job description

Shah Alam, Selangor, Malaysia

Operations – Last Mile

Permanent, Full-time, On-site

General Administration

• Maintain Station files and records to ensure they are updated and can be retrieved easily.

Asset & Inventory Management

• Maintain and organize all station-related documentation—such as tenancy agreements, licenses, utility bills, and pest control reports—in accordance with the company’s filing standards.
• Track and manage all station assets, including laptops, scanners, uniforms, delivery bags, weighing scales, and fire extinguishers.
• Keep asset acknowledgment records updated for all relevant personnel.
• Work closely with station teams to ensure full compliance with station opening and closing SOPs.

Manpower Management

• Maintain comprehensive employee records for all Last Mile staff, including both permanent and temporary personnel.
• Manage registration, onboarding processes, and contract documentation for staff and Independent Contractors.
• Provide support in preparing and organizing documentation required for audits.
• Follow up on HR-related administrative requests and ensure timely submission of required information.
• Coordinate with the HR department on hiring advertisements and related matters.
• Prepare deduction reports for Independent Contractors, ensuring all necessary supporting documents and justifications are submitted to the relevant departments.

Vehicle Management

• Update and monitor vehicle inventory and condition reports, including daily and monthly checklists.
• Maintain accurate records of vehicle defect reports, repairs, and incident logs.
• Track and document vehicle movements.
• Follow up with the respective stations on the settlement of summons.

Payment & Allowances Support

• Prepare and verify booster payments, contractor payment reports, and other payroll-related inputs.
• Coordinate with HR and Finance teams on payroll updates, error resolutions, and record maintenance.

Travel arrangements

• Manage travel booking for Last Mile staff.

Others

• Comply with ISO 9001 QMS, OH&S management system, and GDPMD requirements, where applicable.
• Participate in quality, safety, and GDPMD-related programs, including trainings, campaigns, and other initiatives.
• Assist with operational support tasks as needed.
• Provide support to other administrative functions within the department when required.
• Work closely with station staff and relevant stakeholders.
• Carry out any additional tasks assigned by the superior.

Job Requirements

• Candidate must possess at least Diploma/Advanced/Higher/Graduate Diploma, Bachelor's Degree/Post Graduate Diploma/Professional Degree in fields related to Business Administration.
• Required language(s): Bahasa Malaysia, English.
• Proficient in Microsoft Word/Excel.
• Any prior working experience will be greatly advantageous.
• Interpersonal skills such as verbal communication, problem-solving and listening skills are essential in an administrative role.

RM2,000 - RM2,200 a month

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.