Administrative Specialist

UGREEN GROUP LIMITED; Kuala Lumpur; On-site; MYR 56,000 - 89,000; Full time

Job summary

UGREEN GROUP LIMITED is seeking an Administrative & Operations Support specialist in Malaysia to coordinate local office setup, liaise with headquarters, and manage daily admin tasks. The role includes assisting with compliance, recruitment processes, onboarding, and cross‑functional coordination.

You will work in a bilingual environment (Malay primary) with English/Chinese as working languages, handling emails and routine communications while ensuring timely execution of tasks.

Qualifications

• Bachelor's degree or above in any discipline.
• 2+ years of work experience in administration, HR, business operations, or related fields.
• Experience in office site selection, renovation, or government agency coordination is preferred.

Responsibilities

• Coordinate with headquarters on local office setup, including site selection, lease negotiation, renovation follow-up, and equipment procurement.
• Manage daily office administrative operations, including environment maintenance, fixed asset inventory, and handling emergencies.
• Support local compliance matters, including preparation, submission, and tracking of product certification applications (e.g., Malaysia SIRIM, NBTC).
• Assist in posting local job advertisements, resume screening, and interview coordination.
• Support onboarding procedures, collect documents, and coordinate local social insurance and provident fund matters.
• Perform other business support tasks assigned by headquarters.

Skills

Communication & Collaboration

Problem Solving

Organization & Ownership

Education

Bachelor's degree or above in any discipline

2+ years of work experience in administration, HR, business operations, or related fields

Tools

Microsoft Office

Job description

1. Administrative Management (approx. 40%)

• Coordinate with headquarters on local office setup, including site selection, lease negotiation, renovation project follow-up, and office equipment procurement, ensuring timely delivery and occupancy.
• Manage daily office administrative operations, including environment maintenance, fixed asset inventory, and promptly respond to and properly handle various emergencies (e.g., property coordination, equipment failures, urgent external liaison, etc.).

2. Compliance and Certification Support (approx. 30%)

• Support local compliance-related matters, including preparation, submission, and progress tracking of product certification applications (e.g., Malaysia SIRIM, Thailand NBTC, etc.).
• Assist in liaising with local certification bodies, laboratories, and regulatory authorities; handle basic document delivery and daily communication to ensure smooth progress across all local compliance procedures.

3. Recruitment Support (approx. 20%)

• In accordance with headquarters HR requirements, assist in posting local job advertisements, conducting initial resume screening, and coordinating interview arrangements.
• Support new employee onboarding procedures, collect onboarding documents, and coordinate local social insurance, provident fund, and other related matters.

4. Other business support tasks assigned by headquarters (approx. 10%)

Job Requirements

• Fluent in local language (Malay) with strong spoken and written communication skills.
• English or Chinese can be used as a working language, with at least basic email reading/writing and daily communication abilities.

2. Experience and Education

• Bachelor's degree or above in any discipline.
• 2+ years of work experience in administration, HR, business operations, or related fields.
• Experience in office site selection, renovation, or government agency coordination is preferred.

3. Technical Skills

• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Basic document writing and file organization skills.

4. Core Competencies

• Strong Communication and Collaboration: Excellent cross-cultural and cross-team communication skills, capable of efficiently transmitting information between headquarters and local teams, and proactively synchronizing work progress.
• Strong Problem-Solving Ability: Able to think proactively and find feasible solutions when facing site selection, certification, or emergency situations; strong adaptability and execution skills.
• Well-Organized and Responsible: Capable of balancing multiple workstreams with good multitasking and stress management skills.

Preferred Qualifications

• Familiar with local labor laws and employment policies.
• Hands-on experience in liaising with certification bodies, customs, or government agencies.
• Access to local resources for renovation, property management, or administrative service vendors.