Administrative Officer

Lincoln University; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A Malaysian educational institution is seeking an Administrative and Office Management professional. The role involves managing daily operations, providing support to management and various departments, and handling customer inquiries. Candidates should have a Bachelor's Degree in a relevant field and 2-3 years of related experience. Proficiency in English, Bahasa Malaysia, and Mandarin is required. The ideal candidate should possess strong organizational skills and be detail-oriented. This position offers opportunities for career growth within a supportive environment.

Qualifications

• 2-3 years of administrative or office support experience, fresh graduates may be considered.
• Proficiency in English, Bahasa Malaysia, and Mandarin is required.

Responsibilities

• Manage daily administrative operations and office workflow.
• Provide administrative support to management and departments.
• Assist in processing invoices and purchase requests.
• Handle inquiries professionally and coordinate communication.

Skills

Strong organisational and time-management skills

Proficient in Microsoft Office

Good written and verbal communication skills

Ability to handle confidential information

Detail-oriented

Team-oriented

Education

Bachelor's Degree in Business Administration, Management, or a related field

Job description

Administrative & Office Management

• Manage daily administrative operations and office workflow.
• Maintain proper filing systems (physical and electronic) for records, contracts, and correspondence.
• Prepare letters, reports, minutes of meetings, and official documents.
• Coordinate office supplies, assets, and facilities management.

Coordination & Support

• Provide administrative support to management, departments, and programme teams.
• Schedule meetings, prepare agendas, and record minutes.
• Coordinate with internal and external stakeholders (vendors, partners, authorities).

Documentation & Compliance

• Assist in preparing and maintaining documentation for audits, accreditation, licensing, or regulatory requirements (if applicable).
• Ensure accurate record‑keeping and timely submission of required documents.
• Monitor document validity and renewal deadlines.

Finance & Procurement Support

• Assist in processing invoices, claims, and purchase requests.
• Maintain administrative expense records and petty cash (if required).
• Liaise with finance department for payments and budget tracking.

Communication & Customer Service

• Handle phone calls, emails, and walk‑in enquiries professionally.
• Act as a point of contact for administrative matters.
• Support internal communication and coordination across departments.

General Duties

• Assist in organising events, workshops, or programmes.
• Perform other administrative tasks as assigned by management.

Job Requirements

Education

• Bachelor’s Degree in Business Administration, Management, or a related field.

Experience

• 2‑3 years of administrative or office support experience (fresh graduates may be considered).

Skills & Competencies

• Strong organisational and time‑management skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good written and verbal communication skills.
• Ability to handle confidential information with integrity.
• Detail‑oriented and able to multitask effectively.
• Team‑oriented with a proactive and positive attitude.

Language

• Proficiency in English, Bahasa Malaysia and Mandarin (spoken and written).
• Proficiency in Bahasa Malaysia; Mandarin is an added advantage.