Administrative Executive

BOTH ENGINEERING TECHNOLOGY CO.,LTD; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading engineering firm located in Penang is seeking a proficient Administrative Executive to manage expatriate visa processes, procurement, and general office administration. The ideal candidate should possess a diploma or degree in Business Administration, with 2-3 years of relevant experience. Strong organizational and communication skills in English and Mandarin are essential. The role offers competitive salary and exposure to international engineering projects.

Benefits

Competitive salary package

Exposure to international engineering projects

Stable work environment with career development opportunities

Qualifications

• 2–3 years of relevant administrative experience in engineering, construction or project-based environments.
• Familiar with Malaysia work visa/employment pass processes.
• Able to work independently and handle multiple tasks.

Responsibilities

• Handle application, renewal and cancellation of work visas for expatriate staff.
• Manage procurement of administrative supplies and office equipment.
• Maintain proper filing and documentation for administrative matters.
• Provide administrative support to project teams and management.

Skills

Organisational skills

Communication skills in English

Communication skills in Mandarin

Proficiency in MS Office

Education

Diploma or Bachelor’s Degree in Business Administration or related field

Job description

Key Responsibilities

1. Expatriate Visa & Work Permit Administration

• Handle end-to-end application, renewal and cancellation of work visas, employment passes and related permits for expatriate staff.
• Liaise with relevant government authorities, immigration agents and external consultants on visa-related matters.
• Prepare, submit and maintain accurate documentation for expatriate employment and compliance purposes.
• Track visa validity and ensure timely renewals to avoid compliance risks.

2. Administrative Procurement & Office Support

• Manage procurement of administrative supplies, office equipment and general operational materials.
• Coordinate with vendors and suppliers on quotations, purchase orders and deliveries.
• Maintain proper records of purchases, inventory and administrative expenses.
• Support daily office administration and ensure smooth office operations.

3. Documentation & Records Management

• Maintain proper filing and documentation for administrative and personnel-related matters.
• Assist in preparing administrative reports and supporting documents when required.
• Ensure compliance with internal policies and local regulations.

4. General Administrative Support

• Provide administrative support to project teams and management as required.
• Assist with coordination of accommodation, logistics or other arrangements for expatriate staff when necessary.
• Handle ad-hoc administrative tasks assigned by management.

Requirements

• Diploma or Bachelor’s Degree in Business Administration, Human Resources, or a related field.
• At least 2–3 years of relevant administrative experience, preferably in engineering, construction or project-based environments.
• Familiar with Malaysia work visa / employment pass processes (experience handling expatriates is a strong advantage).
• Strong organisational skills with attention to detail.
• Good communication skills in English and Mandarin(Bahasa Melayu is an added advantage).
• Proficient in MS Office (Word, Excel, Outlook).
• Able to work independently and handle multiple tasks in a fast-paced environment.

What We Offer

• Competitive salary package
• Exposure to international engineering projects
• Stable work environment with career development opportunities
• Based in Penang, with standard office working hours