Administrative Assistant

PSA BDP; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

PSA BDP seeks an HR & Administrative Assistant to support HR operations and administrative tasks. The ideal candidate will manage invoices, assist with onboarding, and maintain records. This role offers a chance to contribute to a dynamic team and advance within the organization.

Qualifications

• Proven experience in HR and administrative roles.
• Attention to detail and strong problem-solving abilities.

Responsibilities

• Process monthly medical reimbursement reports and handle administrative invoices.
• Assist with staff claims and facilitate onboarding for new joiners.
• Maintain leave records and update employee directory.

Skills

Organizational skills

Communication skills

Problem-solving abilities

Education

Bachelor's degree in Business Administration

Tools

MS Office

Job description

PSA BDP, a member of the PSA Group, is a leading provider of globally integrated and port-centric supply chain, transportation, and logistics solutions. The company is headquartered in Philadelphia, PA, and employs more than 5,500 people worldwide.

We are a team that celebrates our unique diversity and close-knit community atmosphere. Our core values begin at the very top and span the broad reach of our global community.

We offer dynamic careers for those individuals looking to be a part of something bigger and provide unequivocal opportunities for growth within the organization.

PSA BDP serves over 5,000 customers, including some of the world's leading multinational companies within the chemical, retail & consumer, life sciences & pharmaceuticals, and electric vehicle & industrial verticals

Job Description:

We are seeking a dedicated HR & Administrative Assistant to provide essential support to our HR and administrative operations. The ideal candidate will be organized, detail-oriented, and capable of multitasking in a fast-paced environment. Key responsibilities include:

Administrative Functions:

• Process monthly medical reimbursement reports and administrative invoices.
• Handle pantry supply orders and coordinate with vendors.
• Collect mail and manage courier services (e.g., RICOH, UPS, POSLAJU, DHL).
• Coordinate facility maintenance (air conditioning, power supply, etc.).
• Organize and manage Saturday and public holiday schedules.
• Order and maintain stock of stationery.
• File administrative invoices and supporting documents.
• Maintain and update phone directory and key mailbox.
• Manage petty cash.
• Prepare and follow up on payment advice from Finance.
• Maintain license renewals (including DBKL & MBPJ).
• Update vendor contact details and manage contract agreements.
• Create new eportal accounts and manage staff access requests.
• Generate attendance reports and maintain up-to-date access card records.
• Prepare AIA billing, termination reports, and new joiner reports.
• Compile monthly staff claims and update finance records.
• Manage PSA BDP-U and HR reports, leave reports, and maintain records.
• Manage leave records and oversee leave management for inactive/resigned employees.
• Assist with staff claims and compile necessary documentation.
• Update and maintain employee directory and organizational chart.
• Facilitate new joiner onboarding, including creating access cards and entering details into the system.
• Manage staff referrals and update relevant HR reports.
• Coordinate health screenings and maintain health screening lists.
• Administrative experience in Shared services centre/ MNC/ Banking and able to perform independently.
• Support the HR team with additional tasks as needed.
• Perform other functions as assigned by the management

Requirements:

• Proven experience in HR and administrative roles.
• Proficiency in MS Office suite (Word, Excel, Outlook).
• Strong organizational and communication skills.
• Ability to handle confidential information with discretion.
• Attention to detail and strong problem-solving abilities.
• Bachelor's degree in Business Administration or related field preferred.

This position offers an opportunity to contribute to the efficient operation of our HR and administrative functions within a dynamic team.

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