Administrative Assistant (MY), Support II

Zebra Technologies Malaysia Sdn Bhd; Penang; Hybrid; MYR 40,000 - 70,000; Full time

Benefits offered by this job

hybrid work

adaptable hours

Summer Flex Fridays

Focus Fridays

annual wellbeing day

Job summary

Zebra Technologies Malaysia Sdn Bhd is hiring an Administrative Assistant Support II in Penang. The role handles calendar coordination, communications, basic travel planning, reporting, and site operations.

You will raise POs, manage vendor setup, support HRDF claims, and coordinate site-level activities within a hybrid work model. Applicants should be organized, detail-oriented, and capable of supporting the Site Director and HR processes.

Qualifications

• Ability to coordinate calendars and meetings with multiple participants.
• Strong written and verbal communication skills.
• Experience with basic travel reservations and itineraries.
• Data gathering and reporting with some direction.
• Familiarity with vendor setup and PO processes.
• Support for HRDF claims and site-level activities.

Responsibilities

• Calendar & Meeting Coordination: arrange meetings, reserve rooms, track visitors.
• Communication: handle phone calls and messages.
• Correspondence: prepare basic documents and organize team activities.
• Travel Planning: assist with travel reservations and itineraries.
• Reporting & Deck: collect data and prepare reports; compile site decks.
• Operations & Organization: maintain files and suggest workflow improvements.
• Raise PO: raise POs and follow up on invoices and receiving.
• Vendor Setup: create vendor records for PO billing.
• APEC Card Application: support renewal and document submission.
• OT Claim Check: verify OT claims for duplicates and errors.
• Hiring Tracker: keep hiring tracker up to date.
• Chamber of Commerce: renew membership processes annually.
• SIRIM Permit: raise PO and coordinate with vendor invoices.
• HRDF Claim: coordinate training/conference claims.
• Site Level Activities: participate and contribute ideas.

Skills

Calendar management

Communication

Travel planning

Data reporting

Vendor setup

PO processing

Office coordination

Process improvement

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
• an annual companywide well-being day to promote revitalization and success.

Job Posting Statement

To protect candidates from falling victim to online fraudulent activity involving fake job postings and employment offers, please be aware our recruiters will always connect with you via @zebra.com email accounts. Applications are only accepted through our applicant tracking system and only accept personal identifying information through that system. Our Talent Acquisition team will not ask for you to provide personal identifying information via e-mail or outside of the system. If you are a victim of identity theft contact your local police department.

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.

Zebra provides the foundation for intelligent operations with an award-winning portfolio of connected frontline, asset visibility and automation solutions. Organizations globally across retail, manufacturing, transportation, logistics, healthcare, and other industries rely on us to deliver outcomes today while driving innovation for what's next. Together with our partners, we create new ways of working that improve productivity and empower organizations to be better every day. Learn more at zebra.com.

Zebra Better Every Day