Administration Executive

Shanghai BSF Human Resources Co., Ltd; Kuala Lumpur; On-site; MYR 44,640 - 66,960; Full time

Benefits offered by this job

Competitive salary package

Career progression

Malaysian statutory benefits

Collaborative work environment

Job summary

Shanghai BSF Human Resources Co., Ltd. seeks an Administration Executive in Kuala Lumpur to support daily office operations and act as a bilingual bridge between the local team, regional partners, and international headquarters.

The role requires Mandarin fluency, strong English and Bahasa Malaysia; a Bachelor’s degree in a related field and 3+ years of experience. Expect MS Office proficiency, organisational skills, and cross‑cultural collaboration in a dynamic environment.

Qualifications

• Bachelor's degree in Business Administration, HR, or related field.
• Minimum 3 years of relevant experience preferred.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Fluent Mandarin; professional English and conversational Bahasa Malaysia required for daily duties.

Responsibilities

• Oversee Office & Vendor Management: daily administration, facilities, workspace, stationery, and liaison with local suppliers and building management.
• Bilingual Liaison: bridge communications with international HQ; provide real-time translation (Mandarin, English, Bahasa Malaysia) and coordinate regional meetings.
• Documentation & Data Care: maintain filing systems, process data entry, prepare reports and official correspondence.
• Logistics & HR Admin: manage travel, visas, onboarding/offboarding, corporate events, and ad-hoc operational tasks.
• Support HR functions and employee lifecycle activities, coordinating town halls and other management requests.

Skills

Mandarin

English

Bahasa Malaysia

Organizational skills

Multitasking

Education

Bachelor's degree in Business Administration, HR, or related field

Tools

MS Office Suite

Job description

Job brief

Our client is a well-established multinational enterprise with a thriving global footprint and dynamic cross-border business operations. To support their expanding regional presence, they are seeking a proactive and detail-oriented Administration Executive. In this role, you will be the backbone of daily office operations and serve as a vital bilingual bridge, facilitating smooth, high-efficiency collaboration between the local Malaysian team, regional partners, and their international headquarters.

Benefits & Remuneration

• Competitive monthly salary package aligned with your experience and qualifications.
• A stable position with a clear path for professional career progression.
• Full statutory Malaysian employment benefits.
• A friendly, inclusive, and collaborative working environment.

Responsibilities

• Hire new sales officers for the sales team and train all sales team members.
• Comprehensive Office & Vendor Management: Oversee full daily office administration, including facility maintenance, workspace arrangements, and stationery inventory. Act as the primary liaison with local Malaysia suppliers, service providers, and building management to ensure a seamless, well-functioning workplace.
• Bilingual Liaison & Cross‑Border Support: Serve as the core bilingual contact to bridge communications between local teams and the international headquarters. Deliver real‑time verbal and written translation (Mandarin, English, and Bahasa Malaysia), coordinate regional meetings, document accurate minutes, and track action items for global stakeholders.
• Standardized Documentation & Data Care: Maintain structured digital and physical filing systems, handle routine data entry, and assist management in compiling administrative paperwork, business reports, and official correspondences in compliance with company policies.
• Mobility, Travel & Event Logistics: Coordinate end‑to‑end corporate logistics, including high‑level visitor receptions and business travel arrangements. Notably, manage visa applications and mobility compliance procedures for expatriates or cross‑border traveling team members.
• Employee Lifecycle & HR Admin Support: Deliver vital operational support for HR functions, specifically taking charge of employee onboarding and offboarding administrative workflows. Assist with corporate event coordination, town halls, and other ad‑hoc operational tasks assigned by management.

Requirements

• Language Proficiency: Professional fluency in spoken and written Mandarin is required for regular communication with the international headquarters and regional partners. Full professional proficiency in English and conversational Bahasa Malaysia are required for local daily affairs.
• Background & Experience: Bachelor's Degree in Business Administration, HR, or related fields. While 3+ years of relevant experience is preferred.
• Technical & Soft Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) paired with exceptional organizational skills, attention to detail, and the ability to multi‑task.
• Cultural & Personal Fit: A responsible, adaptable, and team‑oriented mindset, with the capability to thrive in a fast‑paced, cross‑cultural corporate environment.