Administrative assistant

Upsite Down Studio; Kuala Lumpur; On-site; MYR 36,000 - 52,000; Full time

Job summary

Upsite Down Studio in Kuala Lumpur seeks an Administrative Assistant to join our team full-time. This role provides essential administrative and clerical support to ensure smooth operations and enables our creative teams to focus on delivering exceptional work.

You will handle scheduling, filing, meetings, invoicing, data entry, procurement, and reception duties while supporting multiple departments in a fast-paced studio environment.

Qualifications

• Proven experience in administrative or office support roles.
• Excellent organisational and time-management skills.
• Strong written and verbal communication with attention to detail.
• Proficiency in MS Office and office management software.
• Proactive, independent, and team-friendly.

Responsibilities

• Managing administrative tasks including scheduling and correspondence.
• Maintaining filing systems physical and digital for easy access.
• Coordinating meetings, appointments and events; taking minutes and distributing actions.
• Handling telephone enquiries and general office communications.
• Processing invoices, expense reports and other financial documentation.
• Supporting data entry, database maintenance and administrative reporting.
• Managing office supplies inventory and procurement.
• Assisting with reception duties and welcoming visitors.
• Supporting multiple departments with ad hoc administrative requirements.

Skills

Administrative tasks

Scheduling

Filing

Meeting coordination

Invoicing

Data entry

Office communications

Procurement

Reception duties

Confidentiality

Multitasking

English

BM (Malay)

Tools

Microsoft Office Suite

Job description

About us Upsite Down Studio is a creative and dynamic organisation dedicated to delivering innovative design and project solutions.

About the role We are seeking an Administrative Assistant to join our team at our Kuala Lumpur office on a full-time basis. This is a key support position that will be fundamental to the smooth operation of our studio. As Administrative Assistant, you will provide essential administrative and clerical support to ensure our operations run efficiently, enabling our creative teams to focus on delivering exceptional work. This role is crucial in maintaining organisation, managing communications, and supporting the day-to-day functions of the business.

What you'll be doing

• Managing administrative tasks including scheduling, correspondence, and document preparation
• Maintaining filing systems, both physical and digital, ensuring all records are organised and easily accessible
• Coordinating meetings, appointments and events, including taking minutes and distributing action items
• Handling telephone enquiries and managing general office communications
• Processing invoices, expense reports and other financial documentation
• Providing support with data entry, database maintenance and administrative reporting
• Managing office supplies inventory and arranging procurement as needed
• Assisting with reception duties and welcoming visitors
• Supporting multiple departments and team members with ad hoc administrative requirements

What we're looking for

• Proven experience working in an administrative or office support role, preferably in a creative or studio environment
• Excellent organisational and time management skills with the ability to manage multiple tasks and priorities effectively
• Strong written and verbal communication skills with meticulous attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software
• A proactive approach to problem-solving and the ability to work independently and as part of a team
• Ability to maintain confidentiality and handle sensitive information appropriately
• Flexibility and adaptability in a fast-paced creative environment
• Fluency in English and BM is desirable

What we offer We are committed to creating a supportive and inclusive workplace where our team members can develop and flourish. We offer competitive remuneration, a collaborative work environment, and opportunities for professional growth. We value work-life balance and foster a culture of creativity, respect, and mutual support. As part of our team, you will have the opportunity to contribute to meaningful projects and work alongside talented professionals in a dynamic studio setting.