Administrative Assistant (MY), Support II

Zebra Technologies Corporation; George Town; Hybrid; MYR 60,000 - 75,000; Full time

Benefits offered by this job

hybrid work

adaptable hours

Summer Flex Fridays

Focus Fridays

annual companywide well-being day

Job summary

Zebra Technologies Malaysia in Penang is seeking an Administrative Assistant Support II to coordinate calendars, handle communications, and assist with travel planning and reporting. You will support site operations, maintain files, and assist with vendor setup, PO processing, and HRDF claims under guidance from department managers.

This role offers hybrid work, adaptable hours, and opportunities to contribute to site-level initiatives while ensuring efficient administration for the PMM and Site

Qualifications

• Administrative experience with calendar and meeting coordination.
• Ability to communicate clearly in written and verbal form.
• Experience with travel planning and basic expense/tracking.

Responsibilities

• Coordinate calendars and meetings, manage rooms and refreshments.
• Handle calls, messages, and basic correspondence.
• Assist with travel reservations and itineraries.
• Prepare data reports and create presentation decks.
• Maintain filing and suggest simple process improvements.
• Raise POs and follow up invoices with vendors.
• Set up vendors and assist AP/receiving processes.
• Support HRDF claim submissions and site-level activities.

Skills

Calendar coordination

Communication

Travel planning

Reporting & deck prep

Office operations

PO creation & invoicing

Vendor setup

APAC/HRDF knowledge

Tools

MS Office

CRM/ERP familiarity

Job description

Overview:

At Zebra, we are a community of innovators who come together to create new ways of working. United by curiosity and a culture of caring, we develop smart solutions that anticipate our customer's and partner's needs and solve their challenges.Being part of Zebra Nation means you are seen, heard, valued, and respected. Drawing from our unique perspectives, we collaborate to deliver on our purpose. Here you are part of a team pushing boundaries today to redefine the work of tomorrow for organizations, their employees, and those they serve.You'll have opportunities to learn and lead in a forward-thinking environment, defining your path to a fulfilling career while channeling your skills toward causes you care about-locally and globally.Come make an impact every day at Zebra.

What We're Looking For:

Administrative Assistant Support II The standard responsibilities defined for this role level:

• (1 ) Calendar & Meeting Coordination: Arranges meetings involving relevant participants and handles logistics (collecting participant availability, reserving conference rooms, and arranging refreshments); keeps visitors' records to be present in the PMM Monthly Meeting and ensures the receptionist displays their name on the Welcome screen.
• (2) Communication: Handles phone calls and messages.
• (3) Correspondence: Prepares basic correspondence under direction; organizes team building for the Site Director's level as necessary.
• (4) Travel Planning: Assists with basic travel reservations and itineraries with some input from managers or department members.
• (5) Reporting & Deck: Collects data and prepares reports with limited direction; prepares the Malaysia Penang deck for Yam's presentation to the hosts; pulls reports and follows up with managers for the Year-End Review status; schedules meetings for the Site Director's Weekly Staff Meeting and any ad-hoc meetings as requested; pulls reports to check the status of the Annual Core Compliance training.
• (6) Operations & Organization: Manages department files and identifies areas for process improvement to implement simple workspace or workflow enhancements; recognizes the need for forms to be revised, filing systems to be updated, or procedures to be streamlined, and assists with improvements.
• (7) Raise PO: Raises PO for 44417, follows up with the vendor for the invoice, and performs the receiving request.
• (8) Vendor Setup: Creates vendor setup to enable PO billing with Zebra - for example, already enabled for INTI and Cheetah Chase.
• (9) APEC Card Application: Works on the renewal for the Site Director, liaises with government staff via email, and submits all required documents.
• (10) OT Claim Check: Checks for any duplicate lines or errors when managers submit the OT claim for their team on a monthly basis.
• (11) Hiring Tracker: Follows up with managers to ensure the hiring tracker is kept up to date.
• (12) American-Malaysian Chamber of Commerce Membership Renewal: Handles this once a year for the Site Lead and HR. Tasks include obtaining a quotation from HR and processing the payment.
• (13) SIRIM Permit for APAC L2 Team: Raises PO and follows up with the vendor for the invoice and receipt.
• (14) HRDF Claim: Works with HR to submit training, forums, and conferences that qualify for the HRDF claim.
• (15) Site Level Activities : Participated and engaged in all site-level activities, providing valuable contributions and suggestions

These responsibilities are not limited to the tasks listed above, as new tasks may arise from time to time.

Benefits:

We understand the importance of work-life balance and wellbeing, which is why we offer flexibility for our teams including:

• hybrid work
• adaptable hours
• Summer Flex Fridays
• Focus Fridays
• annual companywide well-being day to promote revitalization and success

AI Technology Statement:

Zebra Technologies leverages AI technology to evaluate job applications using objective, job-relevant criteria. This approach enhances efficiency and promotes fairness in the hiring process. However, every decision regarding interviews and hiring is made by our dedicated team, because we believe people make the best decisions about people. For more on how we use technology in hiring and how we process applicant data, see our Zebra Privacy Policy.