Administrative and General Affairs Officer at EBS Malaysia

EBS Malaysia; Kuala Lumpur; On-site; MYR 56,000 - 67,000; Full time

Job summary

EBS Malaysia is seeking an experienced administration and reception professional to support our Malaysia office with visitor hosting, itinerary planning, and daily operations. The role requires coordinating with China HQ, managing vendors, and handling onboarding and payroll documentation.

You will ensure compliance with local etiquette, EPF filings, and maintain accurate expense records while delivering proactive, service-minded support under pressure.

Qualifications

• 2–3+ years of experience in administration and reception.
• Diploma or above in Administration, Business English, Hospitality Management or related field preferred.
• Experience in a foreign-invested or Chinese company or in international business reception is preferred.
• Familiar with Malaysian business etiquette and local resources such as hotels, transport and visa procedures; good local network.
• Understanding of EPF filing process; hands-on experience preferred.
• Presentable and professional with strong communication and coordination skills; service-minded and resilient under pressure.
• Able to communicate in Chinese with China HQ.

Responsibilities

• Handle reception for visitors from China HQ, international partners and clients, including airport transfers, hotel bookings, transportation and dining arrangements.
• Plan and follow up on visit itineraries, coordinate schedules among all parties, and handle last-minute changes promptly.
• Assist in arranging meetings and site visits; prepare venues, materials and gifts; provide on-site hosting and support.
• Assist with visa invitation letters and entry/exit formalities for visitors, where required.
• Maintain local supplier resources (hotels, car services, restaurants, interpreters), control reception costs and keep accurate expense records.
• Manage day-to-day office administration including procurement, asset management, and liaison with landlord and property management.
• Handle monthly EPF/KWSP filings and payments for office staff, and maintain supporting records.
• Assist with employee onboarding and offboarding, attendance, and payroll-related documentation.
• Liaise with local banks, accountants, lawyers and other service providers; support registration and annual filings.

Skills

Communication skills

Coordination

Presentable

Microsoft Office

Chinese language

Education

Diploma or above in Administration/Business English/Hospitality Management

Tools

Microsoft Office

Job description

Key Responsibilities

1. Reception & Itinerary Management (Core)

• 1. Handle reception for visitors from the China headquarters, international partners and clients during their stay in Malaysia, including airport transfers, hotel bookings, transportation and dining arrangements.
• 2. Plan and follow up on visit itineraries, coordinate schedules among all parties, and handle last-minute changes promptly.
• 3. Assist in arranging business meetings and site visits; prepare venues, materials and gifts; provide on-site hosting and support.
• 4. Assist with visa invitation letters and entry/exit formalities for visitors, where required.
• 5. Maintain local supplier resources (hotels, car services, restaurants, interpreters), control reception costs and keep accurate expense records.

2. Administration & HR Support (Supporting)

• 1. Manage day-to-day office administration, including procurement of office supplies, asset management, and liaison with landlord and property management.
• 2. Handle monthly Employees Provident Fund (EPF/KWSP) filing and payment for office staff, and keep supporting records.
• 3. Assist with employee onboarding and offboarding, attendance, and payroll-related documentation.
• 4. Liaise with local banks, accountants, lawyers and other service providers; support company registration, annual filings and related administrative documents.
• 5. Support headquarters with consolidated reporting on administration and expense reimbursement.
• 6. Perform other tasks assigned by the supervisor.

Requirements

• 1. Diploma or above; Administration, Business English, Hospitality Management or a related field preferred.
• 2. 2–3+ years of experience in administration and reception; experience in a foreign-invested or Chinese company, or in international business reception, is preferred.
• 3. Familiar with Malaysian business etiquette and local resources such as hotels, transport and visa procedures; good local network.
• 4. Understanding of the EPF filing process; hands‑on experience preferred.
• 5. Proficient in Microsoft Office.
• 6. Presentable and professional; strong communication and coordination skills; service- minded, meticulous, responsible and resilient under pressure.
• 7. Able to communicate in Chinese with China HQ.

Pay: RM5,000.00 - RM6,000.00 per month

Work Location: In person