Administrative Specialist

SONT PHOTONICS SDN. BHD.; Batu Kawan; On-site; MYR 36,000 - 48,000; Full time

Job summary

SONT PHOTONICS SDN. BHD. invites applications for an Administrative Operations Manager in Penang, Batu Kawan. The role covers daily office operations, dormitory management for expatriates, asset control, vendor coordination and cost budgeting in a dynamic environment.

Requirements include a Diploma or Bachelor’s degree and 1–3 years of relevant experience, proficiency in MS Office, and fluency in Chinese, English and Malay. Strong organizational and communication skills are essential.

Qualifications

• Diploma or Bachelor's degree or above in Business Administration, Administrative Management or related majors preferred.
• 1-3 years of administrative work experience.
• Proficient in Microsoft Office with good organizational and multitasking skills.
• Fluent written and verbal communication in Chinese (Mandarin), English and Malay.
• Detail-oriented with cost-control awareness and basic data analysis skills.
• Strong sense of responsibility and ability to work in a fast-paced environment.

Responsibilities

• Daily Administrative Operations Management: manage office environment, supplies, inventory, filing, reception, calls, emails, meetings and events.
• Expatriate Dormitory Full-Process Management: lease/check-in for expatriate dormitories, utility and service coordination, facility maintenance, safety inspections, and feedback collection.
• Asset Management and Logistics Support: register and maintain fixed assets, assist travel arrangements and onboarding/offboarding admin tasks.
• Vendor Coordination: liaise with suppliers and service providers, optimize admin processes, handle special tasks.
• Administrative Cost Budgeting and Control: prepare budgets, identify cost-saving opportunities and produce cost analyses.

Skills

Microsoft Office

Organizational skills

Multitasking

Cost control

Data analysis

Multilingual

Education

Diploma/Bachelor's degree

Job description

1. Daily Administrative Operations Management: Responsible for the company's daily administrative affairs, including office environment maintenance, office supplies procurement and inventory management, document and file classification and safekeeping, visitor reception, telephone and email handling, and meeting and event organization and coordination, ensuring efficient and orderly office operations.

2. Expatriate Dormitory Full-Process Management: Responsible for the leasing, check-in and other arrangements for expatriate employees' dormitories; coordinating the accounting of utility, internet, property management and other fees; coordinating the repair and maintenance of dormitory facilities, conducting regular safety and hygiene inspections, and continuously collecting employee feedback to improve living and service quality.

3. Asset Management and Logistics Support: Responsible for the registration, stocktaking and daily maintenance of fixed assets and low-value consumables to control asset loss; assisting with employee business travel arrangements (flight, hotel and transportation bookings) and onboarding/offboarding administrative procedures (office supplies distribution, access cards, etc.).

4. Vendor Coordination: Participating in the formulation, implementation and continuous optimization of administrative management systems and processes; responsible for daily communication and relationship maintenance with various suppliers, property managers and service providers; handling other special administrative tasks assigned by management.

5. Administrative Cost Budgeting and Control: Responsible for preparing annual and monthly administrative expense budgets; identifying cost-saving opportunities and formulating optimization measures through vendor price comparison, centralized procurement, expense review and cost data analysis; regularly preparing cost analysis reports and proposing actionable cost-reduction and efficiency-improvement recommendations.

Job Requirements

1．Diploma or Bachelor's degree or above; Business Administration, Administrative Management or related majors preferred.

2．1-3 years of administrative work experience.

3．Proficient in Microsoft Office, with good organizational, coordination and multitasking skills.

4．Fluent written and verbal communication in Chinese (Mandarin), English and Malay.

5．Detail-oriented, with cost-control awareness and basic data analysis skills.

6．Strong sense of responsibility and good service awareness; able to solve problems independently and adapt to a fast-paced work environment.