Administrative & HR Coordinator

FIT Pioneer Resources; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A corporate entity in Malaysia is seeking an Administrative & Office Coordinator responsible for office administration and HR support. The role involves liaising with a corporate secretarial firm and managing office operations. The ideal candidate holds a diploma or degree in a relevant field, is proficient in Mandarin and English, and possesses strong organizational and communication skills. An attractive package including a 13th-month salary and performance bonus is offered, with occasional support for corporate events required.

Benefits

13th-month salary

Performance bonus

Attractive package

Qualifications

• Strong proficiency in Mandarin and English (spoken and written).
• Excellent coordination, communication, and interpersonal skills.
• Highly organised, detail-oriented, and able to multitask effectively.
• Able to handle confidential information with professionalism and discretion.

Responsibilities

• Manage daily office operations, including workspace arrangement and vendor coordination.
• Act as the primary contact with the company secretarial firm.
• Support recruitment activities including job postings and interview scheduling.
• Coordinate office meetings, internal announcements, and events.

Skills

Mandarin proficiency

English proficiency

Coordination skills

Communication skills

Interpersonal skills

Organizational skills

Detail-oriented

Multitasking

Education

Diploma or Bachelor’s degree in Administration, Business, HR, or related field

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

The Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company’s appointed corporate secretarial firm (“秘书楼”), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance with local corporate governance and administrative requirements.

Female candidates are encouraged to apply due to the coordination and administrative nature of the role.

Job Summary

The Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company’s appointed corporate secretarial firm (“秘书楼”), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance with local corporate governance and administrative requirements.

Female candidates are encouraged to apply due to the coordination and administrative nature of the role.

Key Responsibilities

1. Administration & Office Management
   • Manage daily office operations, including workspace arrangement, office supplies, and vendor coordination.
   • Handle reception duties, document filing, courier arrangements, meeting room setup, and hospitality support.
   • Maintain administrative documents, company records, and general office logistics.
   • Coordinate office maintenance, communication with building management, and security/access matters.
2. Corporate Secretarial Firm (“秘书楼”) Liaison
   • Act as the primary contact between the company and the appointed company secretarial firm for:
     • Company registration and statutory updates
     • Directors’ and shareholders’ record updates and shareholding changes
     • Annual Return, annual audit coordination, and SSM compliance filings
     • Preparation and submission of board/shareholder resolutions and statutory documents
   • Ensure timely collection, verification, and filing of statutory documents.
   • Coordinate with internal departments to provide documents requested by the secretarial firm.
   • Track compliance timelines and ensure the company meets all Malaysian regulatory and statutory requirements.
3. HR & Recruitment Support
   • Support recruitment activities including job postings, candidate communication, interview scheduling, and onboarding arrangements.
   • Maintain employee records, attendance data, and HR files.
   • Assist in HR administration in line with company policies and Malaysian regulations.
4. Internal Communication & Coordination
   • Serve as a communication bridge between departments to ensure smooth workflow.
   • Coordinate office meetings, internal announcements, events, and training sessions.
   • Support management and project teams with administrative coordination and document handling.
   • Prepare simple reports, notices, meeting notes, and drafts of internal communications.

Minimum Requirements

• Diploma or Bachelor’s degree in Administration, Business, HR, or a related field.
• Strong proficiency in Mandarin and English (spoken and written).
• Excellent coordination, communication, and interpersonal skills.
• Highly organised, detail-oriented, and able to multitask effectively.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Able to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Experience liaising with secretarial firms / company secretaries in Malaysia.
• Familiarity with basic SSM regulations, corporate filings, and statutory document submission processes.
• Experience in Chinese enterprises or engineering-related companies is an advantage.

Additional Information

• Attractive package including 13th-month salary and performance bonus.
• Work environment involves coordination with both local and China-based teams.
• Occasional support for corporate events or project-related administrative tasks may be required.