Administrative Executive

TK INVENDO SDN. BHD.; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company is seeking an Admin Executive to manage office administration and expatriate support in Batu Kawan. The ideal candidate will have a Diploma in Business Administration, at least 2 years of relevant experience, and fluency in Mandarin, English, and Bahasa Malaysia. You will be responsible for diverse tasks ranging from facility management to government liaison and cross-cultural communication, making it a dynamic role in an international team.

Qualifications

• Minimum 2 years' experience in administration or expatriate handling.
• Familiar with Malaysian immigration processes.
• Proficient in Microsoft Office.

Responsibilities

• Manage daily office operations and employee records.
• Oversee facility maintenance and liaise with authorities.
• Help manage expatriate arrangements and communication with HQ.

Skills

Fluency in Mandarin

Fluency in English

Fluency in Bahasa Malaysia

Interpersonal skills

Multitasking

Education

Diploma/Degree in Business Administration

Tools

Microsoft Office

Job description

Job Title: Admin Executive

Company: TK Invendo Sdn. Bhd.

Location: Batu Kawan, Penang

Job Responsibilities:

General Administration & Office Support

• Manage daily office operations, including filing, document control, supplies, courier arrangements, and other admin tasks.
• Maintain employee attendance, leave records, and assist HR in onboarding/offboarding.

Facility Management & Government Liaison

• Oversee office facility maintenance, security, cleanliness, and renovation activities.
• Liaise with BOMBA, city council, and other Malaysian government authorities to ensure compliance with fire safety, building permits, and utility matters.
• Handle license renewals and audit documentation.

Vendor & Contractor Supervision

• Manage and monitor external service providers (cleaners, security, contractors).
• Track service quality, verify invoices, and ensure proper records.

Meeting & Scheduling

• Arrange internal/external meetings and appointments.
• Prepare meeting rooms, documents, agendas, and take minutes.
• Schedule and coordinate virtual meetings across time zones with China HQ.

Expatriate Support & Coordination

• Manage arrangements for expatriates: visa/work permit applications, renewals, accommodation, airport transfers, and local setup (SIM cards, utilities, etc.).
• Coordinate with immigration consultants and ensure document accuracy and timely submission.
• Assist with day-to-day support for China-based staff in Malaysia.

Communication with China HQ

• Translate basic documents/emails (Mandarin English) and ensure smooth communication.
• Prepare admin reports for HQ and support cross-border coordination.

Job Requirements:

• Diploma/Degree in Business Administration or related field.
• Minimum 2 years' experience in administration, facility coordination, or expatriate handling.
• Fluent in Mandarin, English, and Bahasa Malaysia (spoken & written).
• Familiar with Malaysian immigration processes and government regulations.
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong interpersonal and multitasking skills.

Preferred Attributes:

• Proactive, organized, and detail-oriented.
• Able to work independently and under minimal supervision.
• Cross-cultural communication skills are a plus.

How to Apply:

Apply via LinkedIn by clicking “Easy Apply” on our job posting.

Join TK Invendo Sdn. Bhd. and grow your career with a dynamic international team in Batu Kawan!