Administrative Specialist & Project Assistant

Shanghai Dipu Xincheng Intelligent Technology Co., Ltd; Johor; On-site; MYR 39,000 - 67,000; Full time

Job summary

Shanghai Dipu Xincheng Intelligent Technology Co., Ltd is seeking an Administrative Specialist & Project Assistant in Johor to coordinate staff housing, utilities, meals, and reimbursements for projects. The role involves liaising with Chinese and local teams, handling supplier interactions, and supporting meetings.

The ideal candidate has 1–2 years in administration or related fields, is proficient in MS Office, and fluent in Chinese, English and Malay.

Qualifications

• 1–2 years of relevant experience in administration or assistance; prior exposure to engineering projects (Data Centers, Building Automation, Infrastructure) is advantageous.
• Outstanding fresh graduates are welcome to apply.
• Proficient in Microsoft Office Suite.
• Proficient in Chinese (Mandarin), English and Malay.

Responsibilities

• Coordinate and arrange staff accommodation, managing related contracts, move-in/move-out procedures, and maintenance matters.
• Manage the application, installation, and billing for utilities and services for staff apartments.
• Organize daily meal arrangements for employees, ensuring timely delivery and dietary requirements.
• Process employee expense reimbursements, including receipt collection, verification, system entry, and payment tracking.
• Procure on-site consumables, tools, stationery, drinking water, and other daily supplies; manage inventory and liaise with suppliers.
• Assist in handling statutory contributions (e.g., EPF, SOCSO) for local employees, ensuring timely submissions and payments.
• Bridge communication between the Chinese team and local staff to address cultural and linguistic gaps.
• Liaise with local suppliers and subcontractors for daily inquiries and formalities.
• Travel to project sites as needed to assist with ad-hoc communication issues.
• Support dissemination of company policies and translate basic training materials for local staff.
• Coordinate internal meetings and reception of visitors.
• Perform other administrative support tasks as assigned by superiors.

Skills

MS Office

Organizational skills

Time management

Communication

Proactive attitude

Attention to detail

Tools

Microsoft Office Suite

Job description

Administrative Specialist & Project Assistant

Coordinate and arrange staff accommodation, managing related contracts, move-in/move-out procedures, and maintenance matters.

Manage the application, installation, and billing for utilities and services (e.g., broadband, electricity, water) for the staff apartments.

Organize daily meal arrangements for employees, ensuring timely delivery and meeting dietary requirements.

Process employee expense reimbursements, including receipt collection, verification, system entry, and payment tracking.

Procure on-site consumables, tools, stationery, drinking water, and other daily supplies; manage inventory and liaise with suppliers.

Assist in handling statutory contributions (e.g., EPF, SOCSO) for local employees, ensuring accurate and timely submissions and payments.

Act as the communication link between the Chinese team and local staff to bridge cultural and linguistic gaps.

Assist in liaising with local suppliers and subcontractors for daily inquiries and formalities.

Travel to project sites as needed to assist with ad-hoc communication issues.

Support the dissemination of company policies and translation for basic training sessions for local staff.

Assist in coordinating internal meetings and receiving visitors.

Perform other administrative support tasks as assigned by superiors.

Proficient in both written and verbal communication in Chinese (Mandarin) ，English and Malay.

1-2 years of relevant experience in administration or assistance; prior exposure to engineering projects (especially Data Centers, Building Automation, Infrastructure) is highly advantageous. Outstanding fresh graduates are welcome to apply.

Proficient in Microsoft Office Suite.

Strong organizational, multi-tasking, and time-management skills with keen attention to detail.

Excellent communication and interpersonal skills with a strong service orientation.

Proactive, responsible, and able to work independently.

Honest and reliable, capable of handling confidential information with discretion.

Good problem-solving skills and ability to work under pressure.

Shanghai Dipuis a chinese high-tech company with over 20 years of development.

Dipu is a professional system integrator,focus on providing integrated management platform and building automation systems.

The company's core business is the HVAC automation control system for data centers.

By collecting data such as temperature and humidity from various server rooms within the data center, the information is transmitted to the company’s self-developed system for real-time monitoring.

If there is any abnormal data, the system enables remote control to ensure the normal operation of all server rooms.

Our projects have been distributed in 7 countries around the world.

We have a professional team of more than 200 engineersboth in china mainland and overseas.