Administration Executive

Protasco Development Sdn. Bhd.; Kajang Municipal Council; On-site; MYR 100,000 - 150,000; Full time

Job summary

A Malaysian development firm seeks an administrative professional responsible for compliance, travel arrangements, document management, and stakeholder liaison. Fresh graduates are welcome; candidates should have a diploma or Bachelor's degree in Business Administration and proficiency in Office Management and IT. This role requires fluency in English, Mandarin, and Bahasa Malaysia.

Qualifications

• Fresh graduates encouraged to apply; 2 years of experience preferred.
• Relevant diploma or degree in Business Administration/Management.
• Proficient in Office Management and information technology.

Responsibilities

• Ensure compliance with Discretionary Authority Limits and review documents.
• Make travel arrangements for staff.
• Coordinate meetings and prepare necessary documents.
• Draft correspondence and maintain filing systems.
• Act as liaison with internal and external stakeholders.

Skills

Office Management

Information Technology

Fluent in English

Fluent in Mandarin

Fluent in Bahasa Malaysia

Education

Diploma in Business Administration

Bachelor's degree in Business Administration

Job description

Overview

Administration and office management professional responsible for ensuring compliance with Discretionary Authority Limits (DAL), policies and procedures; handling travel arrangements, meeting coordination, document management, correspondence drafting, and liaison with internal and external stakeholders. Provides general administrative support and assists in events planning, recruitment, and HR-related compliance activities.

Responsibilities

• Ensure the Discretionary Authority Limits (DAL), policies and procedures are complied with by all divisional/departmental heads under their purview; review and proofread documents, correspondence, reports, and presentations before management approval/signature.
• Make travel arrangements (hotel accommodation, visa application, flight bookings, restaurant reservations, etc.).
• Arrange meetings (booking meeting rooms, preparing notices/calendars, sending reminders).
• Receive and screen incoming calls.
• Gathers and compiles data; conduct online research to find needed information as required.
• Draft letters, memos, PowerPoint presentations, and proposals as needed.
• Maintain general filing system and organize department documentation.
• Maintain adequate office supplies and equipment (e.g., stationery, corporate items).
• Act as fixed asset officer for the office.
• Distribute incoming and outgoing mail effectively.
• Prepare monthly claims as required; follow up with accounts and finance.
• Provide administrative support, assist in events planning (exhibitions, expos, conferences, etc.).
• Act as liaison officer with internal and external stakeholders on compliance or regulatory issues.
• Handle other duties as assigned; act as a point of contact between the Company and the Central Human Resource Division.
• Understand and ensure application of Malaysia Labour Laws.
• Manage full spectrum of recruitment functions, including drafting job descriptions and preparing Staff Requisition Forms.
• Prepare organization structure for the Company; ensure employee claims are vetted and submitted correctly according to HR requirements; ensure HR policies and procedures are followed.
• Engage with employees regularly to understand motivation levels.

Requirements

• Fresh graduate is encouraged to apply or those with two (2) years of relevant experience are preferred.
• Diploma or Bachelor's degree in Business Administration/Management or equivalent.
• Proficient knowledge in Office Management/Administration; proficient in information technology.
• Fluent in English, Mandarin and Bahasa Malaysia.

Interested candidates please submit your application through Jobstore.

Note on Roles

The description lists multiple positions in various divisions, including but not limited to:

• Executive, Contracts & Office Admin (Legal)
• Junior Sales Admin Executive (Property Division)
• Admin Assistant - ACT Regional (Petaling Jaya)
• Sales Admin Executive (Property Division)
• Administration Assistant/Officer - ACT (Petaling Jaya)
• Administration Assistant – Market Research, Malaysia