Administrative Operations & Records Specialist

Hexamatics Servvcom Sdn Bhd; Kuala Lumpur; On-site; MYR 42,000 - 54,000; Full time

Job summary

Hexamatics Servvcom Sdn Bhd is seeking a capable Administrative Assistant to provide efficient support to the JP1 department, following standard procedures and policies. You will help with document management, records maintenance, inventory tracking and staff administration in a fast-paced environment.

You will assist with budget coordination, department events, and ensure professional communication with internal teams and external parties.

Qualifications

• Two years of office administration experience.
• Experience in document management, data entry, data mining and good communication with external parties.

Responsibilities

• Provide general administrative support, including collecting mail, scanning and recording documents, and distributing documents.
• Record backlog documents for disposal or archiving per Arkib Negara and JHM guidelines.
• Lodge soft copies of documents in shared folders and SharePoint.
• Maintain accurate inventory records for IT equipment, paintings, and assets.
• Maintain staff movement records in Kijang.Net, Teams and WhatsApp.
• Maintain records of staff attending external courses and training, locally and overseas.
• Assist in coordinating and managing the annual department budget.
• Support department events such as recognition programmes, teambuilding activities, Hari Raya celebrations and Chinese New Year celebrations.
• Assist the Department Risk Officer in managing relevant systems and safeguarding documents per policies.
• Provide backup support to other administrative team members.
• Maintain accurate records, organize documents, and follow established procedures.
• Communicate professionally with internal teams and external parties when coordinating administrative matters.

Skills

Data entry

Data mining

Communication skills

Document management

Education

SPM

Tools

SharePoint

Kijang.Net

Microsoft Teams

aNota/eReview

Job description

Hexamatics Servvcom Sdn Bhd is seeking a capable Administrative Assistant to provide efficient support to the JP1 department, following standard procedures and policies. You will help with document management, records maintenance, inventory tracking and staff administration in a fast-paced environment.

You will assist with budget coordination, department events, and ensure professional communication with internal teams and external parties.