Administrative Assistant

Sherwin-Williams; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A multinational corporation in Kuala Lumpur is seeking an Administrative Assistant for the HR department. The role involves providing administrative and secretarial support, managing attendance systems, coordinating meetings, and maintaining office supplies. Ideal candidates should hold a Professional Certificate or Diploma, have good interpersonal skills, and be proficient in Microsoft Excel and Word. This position requires effective communication in English and the ability to work independently.

Qualifications

• Candidate must possess at least a Professional Certificate or Diploma.
• Able to communicate and write in English fluently.
• Familiar with Microsoft Excel and Microsoft Word.

Responsibilities

• Provide administrative support to HR departments and personnel.
• Manage attendance systems and records for all employees.
• Order office supplies and keep inventory of stock.

Skills

Initiative

Communication skills

Microsoft Excel

Microsoft Word

Education

Professional Certificate or Diploma

Job description

Administrative Assistant - HR will be responsible for providing administrative and secretarial support to departments and personnel within the Kuala Lumpur Shared Services Center. This position will perform duties including: answering the phone and screening calls, greeting visitors, typing, filing, scheduling, coordinating meetings and conferences, obtaining supplies, coordinating mailings, and special tasks/projects as required.

The Shared Services Center is expected to grow to approximately 300 employees across Levels 28, 29, and 32 of Vista Tower. While reporting to the Senior HR Specialist / HR Manager, this position will also provide close administrative support to the FSS Director and IT Manager, as well as their respective direct reports within the Shared Services Center.

The volume of visits, calls and emails is unknown at this point.

CORE RESPONSIBILITIES AND TASKS

Front Office

• Receiving visitors at the front desk by greeting, welcoming and directing appropriately
• Answering, screening and forwarding incoming and outgoing calls. Taking messages as when required
• Receiving, sorting and distributing daily mails.
• Coordinates with courier service provider in transporting documents
• Ensuring Reception area is tidy and presentable, with all necessary stationery and material (e.g Pen & forms)
• Maintain office security by following safety procedures and controlling access via the reception desk (activation of access card & terminating access card)
• Preparing meeting rooms for next occupant

Admin

• Managing attendance systems & records for all employees by verifying their daily attendance and to provide late in attendance report to managers/supervisors on monthly basis.
• Assist to prepare new joiners form, access card and other admin related.
• Exit employees on their last day of employment by ensuring all items are collected as per company exit checklist.
• Provide administrative support to the Finance Department by preparing and submitting quotations and proforma invoices via the COUPA / Payment Request system.
• Arrange travel & accommodation for guest.
• Does other clerical receptionist duties such as filing, transcribing and fax (if any)

Facility

• Order office supplies and keep inventory of stock such as office stationeries & pantry items
• Conduct monthly audit on office facility to ensure defects are kept at minimal level
• Communicate with vendors to ensure all defects are rectified in timely manner
• Source quotations of vendor on ad-hoc basis
• Deals with building management matters pertaining to access, any disruption that occurs.

POSITION REQUIREMENTS

• Candidate must possess at least a Professional Certificate, Diploma
• Possess Initiative and willing to learn
• Able to communicate and write in English
• Familiar with Microsoft Excel and Microsoft Words.
• Prefer with good interpersonal and communication skills.
• Able to work accurately with min supervision.

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