Administrative Executive

QUADRANT TECHNOLOGY (MALAYSIA) Sdn Bhd; Johor; On-site; MYR 36,000 - 54,000; Full time

Job summary

A multinational manufacturing company in Johor, Malaysia, seeks an experienced Administrative Coordinator to formulate management systems, handle logistics support, and ensure compliance with local laws. The role requires fluency in Chinese-Mandarin, English, and Bahasa Malaysia, with a strong focus on planning and communication skills. Candidates should possess 1-3 years of relevant experience, preferably in administrative roles within manufacturing enterprises. Proficiency in Microsoft Office is essential.

Qualifications

• 1-3 years of relevant administrative work experience.
• Experience in administration of manufacturing enterprises or multinational companies preferred.
• Familiar with local Malaysian administrative compliance requirements.

Responsibilities

• Formulate administrative management systems and workflows.
• Manage office area and logistics support for employees.
• Handle daily administrative tasks of the factory.

Skills

Fluent in Chinese-Mandarin

Proficient in English

Proficient in Bahasa Malaysia

Strong overall planning

Communication and coordination

Problem-solving abilities

Detail-oriented

Cost awareness

Service awareness

Tools

Microsoft Office

Job description

Formulate factory administrative management systems (e.g., office order, logistics processes, asset control) and establish standardized administrative workflows based on China Headquarters' administrative standards, combined with local Malaysian laws, regulations, and cultural practices.

Build a system for procurement, warehousing, and issuance of administrative supplies; select high-quality local suppliers (office supplies, labor protection equipment, catering/commuting services, etc.) and control administrative costs.

Daily Administrative Coordination:

Manage the factory's office area (environmental hygiene, safety inspections, coordination of facility maintenance) to ensure a clean, orderly office environment and normal operation of office equipment.

Coordinate employee logistics support: including staff catering, commuting arrangements, dormitory management (if applicable), and implementation of holiday benefits to enhance employee satisfaction.

Handle daily administrative tasks of the factory: document sending and receiving, meeting organization and minutes taking, visitor reception, travel booking (for headquarters and local employees), etc.

Compliance & Cross-Cultural Collaboration:

Be familiar with Malaysian labor laws, taxation, visas, fire safety, environmental protection and other administrative compliance requirements to ensure the factory's administrative work is legal and compliant

Act as the administrative liaison between the headquarters and the factory, synchronize administrative policies, feedback local needs, and promote cross-regional administrative collaboration (e.g., local communication of headquarters documents, reporting of local administrative data).

Asset & Expense Management:

Responsible for the registration, inventory, maintenance, and scrap management of the factory's fixed assets (office equipment, furniture, vehicles, etc.) and establish a complete asset accounting book.

Prepare administrative expense budgets, control daily administrative expenditures, sort out reimbursement documents and coordinate with the finance department to ensure compliant and controllable expenses.

Other Tasks:

Assist the factory manager in handling ad-hoc administrative affairs and support the preparation of major events such as factory team building and opening ceremonies.

Optimize administrative workflows and improve administrative efficiency according to business development needs.

Requirements:

Work Experience:

1-3 years of relevant administrative work experience; experience in administration of manufacturing enterprises or multinational companies is preferred.

Familiar with the entire process of administrative work and capable of independently building basic administrative systems (candidates without factory preparation experience but with strong learning ability will be considered).

Fluent in Chinese-Mandarin: Proficient in daily communication, document transmission and cross-departmental collaboration with China Headquarters.

Proficient in English (listening, speaking, reading and writing): Meet the needs of local office work, business negotiations and external communication.

Proficient in Bahasa Malaysia: Capable of proficiently using Bahasa Malaysia to communicate with local government departments, suppliers, employees and handle various local affairs (hard requirement, must have business communication skills).

3.Core Competencies:

Strong overall planning, communication and coordination, and problem-solving abilities; able to independently handle complex administrative affairs.

Rigorous, detail-oriented, strong sense of responsibility, good cost awareness and service awareness.

Familiar with local Malaysian administrative compliance requirements and cultural customs (hard requirement, must quickly adapt to local operations).

Proficient in Microsoft Office (Word, Excel, PPT, Outlook).