Administrative Assistant (6 months contract)

Oliver Healthcare Packaging; Iskandar Puteri; On-site; MYR 39,000 - 47,000; Full time

Job summary

Oliver Healthcare Packaging in Johor is seeking an Administrative Assistant for a 6-month contract to support HR and office operations at our Malaysia facility.

The role covers employee administration, internship recruitment and onboarding, travel coordination, purchasing, vendor management, and facilities support while ensuring compliance with company policies and maintaining confidentiality.

Qualifications

• Diploma or equivalent in Business Administration, HR, or related field.
• At least 1 year of admin/HR support experience.
• Experience with onboarding, recruitment coordination, travel, purchasing, vendor management, facilities or events is advantageous.

Responsibilities

• Coordinate visitor arrangements and site access.
• Manage mail, courier services and deliveries.
• Maintain office stationery and supplies.
• Coordinate maintenance and shared facilities.
• Support meeting-room arrangements and equipment.
• Maintain administrative records and documents.
• Assist HRBP with onboarding and internship coordination.
• Liaise with universities and external parties regarding internship opportunities.
• Respond to general employee inquiries and escalate as needed.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Education

Diploma in Business Administration / HR or related field

Tools

MS Word

MS Excel

MS Outlook

PowerPoint

Job description

Administrative Assistant (6 months contract)

We are searching for an experienced Administrative Assistant (6 months contract) at our Malaysia facility.

Primary Duties and Responsibilities:

Position Summary

The Administrative Assistantprovides administrative, HR, and office operations support to ensure the smoothand efficient running of the Johor office. The role supports employeeadministration, internship recruitment and onboarding, travel coordination,purchasing, vendor management, workplace facilities, employee activities, andgeneral office services while ensuring compliance with company policies andmaintaining confidentiality.

Primary Responsibilities /Essential Functions

Office Administration and Facilities

• Coordinate visitor arrangements, including site access, hotel bookings, transportation information, meeting rooms, meals, and refreshments.
• Manage incoming and outgoing mail, courier services, packages, and deliveries.
• Maintain adequate stock of office stationery, consumables, uniforms, safety equipment, and other administrative supplies.
• Coordinate office maintenance, cleanliness, security-related requests, workplace equipment, lockers, keys, and shared facilities with the relevant departments and service providers.
• Support meeting-room arrangements and ensure the required equipment, materials, and refreshments are available.
• Maintain proper administrative records, correspondence, invoices, quotations, and supporting documents.
• Perform other reasonable administrative duties assigned by the HR Business Partner according to business requirements.

HR, Recruitment and Onboarding Support

• Support employee and intern onboarding by preparing and collecting required documents and coordinating identification, access, locker, workplace supply, and orientation arrangements.
• Maintain employee records, attendance information, leave records, headcount data, insurance documentation, and other HR administrative records accurately and confidentially.
• Assist with internship recruitment, including candidate sourcing, applicant communication, interview coordination, hiring-manager follow-up, offer documentation, and onboarding.
• Liaise with universities, colleges, candidates, and other external parties regarding internship opportunities and educational engagement activities.
• Respond to general employee administrative enquiries and refer sensitive, policy-related, or complex matters to the HR Business Partner.

Purchasing and Vendor Coordination

• Support vendor onboarding and raise purchase requisitions in accordance with company procedures.
• Follow up on approvals, purchase orders, invoices, deliveries, and service arrangements.
• Ensure purchases are cost-effective, properly approved, and supported by the required documentation.

Travel, Events and Employee Activities

• Coordinate hotel reservations and approved travel or transportation arrangements for employees and visitors.
• Maintain travel confirmations, invoices, passenger lists, and related supporting documents.
• Support town halls, training sessions, employee engagement activities, festive celebrations, educational visits, and company events.
• Coordinate meeting rooms, catering, refreshments, equipment, gifts, vouchers, transportation, attendance lists, and event setup.
• Liaise with vendors, educational institutions, and internal stakeholders to ensure activities are completed according to approved requirements.
• Maintain records of activity-related expenses, invoices, participant details, and supporting documentation.

Required Qualifications:

Education:

• Diploma or equivalent in Business Administration, Human Resources or a related field.

Experience:

• At least 1 year of experience in administration, HR support, office operations, or a related role.
• Experience in onboarding, recruitment coordination, travel arrangements, purchasing, vendor management, facilities support, or event coordination is an advantage.

Other Requirements:

• Good organizational, time-management, and multitasking skills.
• Strong attention to detail and ability to maintain accurate records.
• Good written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to work independently and collaboratively across departments.
• Ability to handle confidential and sensitive information with discretion.
• Proactive, service-oriented, and practical approach to problem-solving.

Salaried Non-Exempt

Annually- Overtime Eligible

0.00 - 0.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics