Administrative Affairs Specialist

SANY Malaysia; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A construction machinery company in Selangor, Malaysia, is seeking an administrative professional to manage various office responsibilities. Key duties include overseeing property management, handling expense reimbursements, and coordinating logistics. The ideal candidate will hold a diploma or higher in Business Administration or Mechanical Engineering and have at least two years of experience in a related role. Strong communication and organizational skills are essential, along with proficiency in office software and potentially speaking Chinese for liaising with headquarters.

Qualifications

• At least 2 years of experience in an administrative or assistant role.
• Experience in the service industry is a plus.
• Strong organizational skills with the ability to multitask.

Responsibilities

• Manage office and branch premises, including utilities and internet services.
• Oversee accommodation affairs and manage dormitory leases.
• Handle business insurance and related certifications.
• Manage property maintenance and logistics.
• Oversee company asset and document management.
• Draft administrative expense plans and manage petty cash.

Skills

Proficient in office software

Strong data analysis and presentation skills

Communication skills

Organizational skills

Time management skills

Detail-oriented

Ability to work under pressure

Interpersonal abilities

Knowledge of safety standards

Chinese speaking

Education

Diploma or higher in Business Administration or Mechanical Engineering

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

• Responsible for the management and expense reimbursement of office and branch premises including leasing, rent, utilities, and internet services.
• Accommodation Affairs for Chinese Employees: Manage dormitory leasing, rent, and related expense reimbursements.
• Company Business License and Insurance: Handle business insurance, company business licenses, and related certifications, along with the reimbursement of associated expenses.
• Property and Logistic Maintenance Management: Manage property, office environment maintenance, repairs, cleaning, and 6S management, as well as process reimbursements.
• Logistics and Office Equipment Management: Responsible for courier service arrangements (e.g., Citylink/Gdex), and reimbursement of equipment such as printers, door access control systems, and surveillance systems.
• Company Asset and Document Management: Manage company assets, contract documents, and file archives in a unified manner.
• Budget Planning and Petty Cash Management: Responsible for drafting relevant administrative expense plans and managing and reporting petty cash.
• Other Temporary Tasks: Assist the company in completing other assigned administrative work.

Job Requirements

Education: Diploma or higher in Business Administration, Mechanical Engineering, or a related field preferred.

Experience: At least 2 years of experience in an administrative or assistant role; experience in the service industry is a plus.

Skills:

• Proficient in office software (Excel, Word, PowerPoint, etc.), with strong data analysis and presentation skills.
• Strong communication, organizational, and execution skills to efficiently drive task completion.
• Highly responsible, detail-oriented, and able to work under pressure in a fast-paced environment.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal abilities.
• Knowledge of safety standards and vehicle maintenance is an advantage.
• Chinese speaking is preferred due to need to liaise with China HQ.