Admin Manager

See Yong & Sons; Bayan Lepas; On-site; MYR 61,000 - 106,000; Full time

Benefits offered by this job

Friendly working environment

Long-term career growth

Experience in construction and marine-

Job summary

See Yong & Sons in Bayan Lepas, Penang, is seeking an Admin Manager to oversee daily administrative operations, manage company documentation, coordinate activities, and liaise with government authorities and external parties.

The ideal candidate holds a Diploma or Bachelor's in Business Administration or related field, has 3–5 years of admin experience (construction or project-related preferred), and demonstrates strong organisation and bilingual communication in Bahasa Malaysia and English;

Qualifications

• Diploma or Bachelor’s in Business Administration, Business Management, Office Management, or related field.
• 3–5 years of relevant administrative experience, preferably in construction, marine construction, engineering, or project-related work.
• Experience with government-related documentation and liaising with authorities is an advantage.
• Strong organizational, communication, and follow-up skills.
• Ability to work independently and as part of a team.

Responsibilities

• Oversee the company’s documentation, filing systems, records, and administrative procedures.
• Prepare and maintain administrative documents, reports, forms, letters, and correspondence.
• Coordinate submission, renewal, and follow-up of documents with government authorities and external parties.
• Liaise with government departments, suppliers, customers, and other external parties on admin matters.
• Monitor licenses, permits, certificates, and registrations for timely renewal and submission.
• Supervise administrative staff and provide guidance as needed.
• Support management with administrative reports and decision-ready information.
• Maintain secure, well-organized records of contracts, invoices, and related files.

Skills

Bahasa Malaysia communication

English communication

Attention to detail

Organizational skills

Multitasking

Team coordination

Education

Diploma/Bachelor's in Business Administration/Management

Job description

We are looking for a responsible, organized, and detail-oriented Admin Manager to oversee the company’s daily administrative operations. The successful candidate will be responsible for managing company documentation, coordinating administrative activities, liaising with government authorities and external parties, supervising administrative tasks, and providing support to management to ensure smooth and efficient business operations.

Key Responsibilities

• Manage and oversee the company’s documentation, filing systems, records, and administrative procedures.
• Prepare, review, organize, and maintain administrative documents, reports, forms, letters, and correspondence.
• Manage and monitor the submission, renewal, and follow-up of documents with relevant government authorities, agencies, and external parties.
• Liaise with government departments, local authorities, suppliers, customers, and other external parties on administrative matters.
• Monitor and ensure the timely renewal and submission of company licenses, permits, certificates, registrations, and other required documents.
• Oversee daily office administrative activities and ensure all administrative operations run smoothly and efficiently.
• Maintain accurate and systematic records of company documents, agreements, contracts, invoices, permits, licenses, and other administrative files.
• Coordinate and prepare documents required for audits, inspections, regulatory requirements, and official submissions.
• Monitor incoming calls, emails, correspondence, and general administrative enquiries and ensure proper follow-up.
• Coordinate administrative tasks and monitor outstanding matters to ensure they are completed accurately and within the required deadlines.
• Supervise and provide guidance to administrative staff to ensure duties and responsibilities are properly carried out.
• Coordinate with internal departments and project teams on administrative documentation and related matters.
• Support management in preparing administrative reports, documents, records, and other information required for decision-making.
• Ensure company administrative procedures, records, and documentation are properly maintained, updated, and securely filed.
• Handle other administrative duties and ad-hoc assignments as assigned by management.

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Business Management, Office Management, Management, or a related field.
• Minimum 3–5 years of relevant administrative experience, preferably in the construction, marine construction, engineering, or project-related industry.
• Experience in handling documentation, government-related matters, or liaising with authorities is an added advantage.
• Familiar with administrative procedures, document preparation, filing systems, and record management.
• Experience in coordinating with government departments, suppliers, customers, subcontractors, or other external parties is an added advantage.
• Good organizational, coordination, communication, and follow-up skills.
• Responsible, proactive, willing to learn, and have strong attention to detail.
• Able to manage multiple tasks and complete work within the required deadlines.
• Able to work independently and as part of a team.
• Able to communicate effectively in Bahasa Malaysia and English.
• Mandarin-speaking candidates are preferred to liaise with Mandarin-speaking customers and suppliers.
• Candidates with good leadership, problem-solving, and administrative management skills are encouraged to apply.

• Friendly working environment
• Opportunity for long-term career growth
• Opportunity to gain experience in construction and marine-related business operations