Administrative Specialist

UGREEN GROUP LIMITED; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

UGREEN GROUP LIMITED is seeking an Administrative Manager to support our local Malaysia office in Kuala Lumpur. You will coordinate office setup with headquarters, manage daily admin operations, handle asset inventory, and respond to emergencies to ensure smooth business continuity.

You will also assist with compliance and certification processes, liaise with authorities and laboratories, support recruitment activities, and provide general business support as directed by headquarters.

Qualifications

• Bachelor's degree or above in any discipline.
• 2+ years in administration, HR, or operations.
• Experience in office site selection, renovation, or government agency coordination preferred.

Responsibilities

• Coordinate local office setup, site selection, lease negotiation, renovation follow-up, and equipment procurement.
• Manage daily admin ops, asset inventory, and response to emergencies.
• Support local compliance activities, certification applications, and liaise with bodies.
• Assist HR tasks: job ads, resume screening, onboarding, and local social insurance coordination.

Skills

Microsoft Office

Communication skills

Cross-cultural communication

Education

Bachelor's degree or above

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.