ADMINISTRATOR CUM ACCOUNTING (Mandarin Spoken)

VIZ 4 INTERIOR DESIGN & BUILD SDN BHD; West Coast Division; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading interior design firm in Malaysia seeks an Administrative Assistant to manage the Director's schedule and assist with project coordination. The ideal candidate will hold a Bachelor's degree, have 1-2 years of relevant experience, and be fluent in English, Mandarin, and Malay. Strong communication and negotiation skills, as well as proficiency in Microsoft Office, are essential. A driving licence is also required.

Qualifications

• At least 1-2 years of experience in a related field.
• Must own a driving licence and transportation.
• Skills in independence and meticulousness are preferred.

Responsibilities

• Manage and maintain the Director’s calendar and appointments.
• Prepare meeting agendas and take minutes.
• Assist in coordinating ongoing interior design and renovation projects.
• Serve as the point of contact between the Director and clients.

Skills

Fluent in English

Fluent in Mandarin

Fluent in Malay

Communication skills

Negotiation skills

Ability to work under pressure

Education

Bachelor's Degree or equivalent

Tools

Microsoft Office

Job description

Responsibilities

• Manage and maintain the Director’s calendar, appointments, meetings, and travel arrangements.
• Handle correspondence, emails, and phone calls on behalf of the Director.
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
• Maintain filing systems, project records, and confidential documents.
• Assist in coordinating ongoing interior design and renovation projects.
• Liaise with designers, contractors, suppliers, and clients to ensure smooth workflow.
• Track project timelines, budgets, and deliverables for the Director’s review.
• Prepare project handing‑over reports, quantity survey purchase orders, and purchase order for materials or any report regarding the project.
• Serve as the point of contact between the Director, clients, and vendors.
• Follow up on client feedback, project updates, and payments when required.
• Support day‑to‑day office operations and ensure the Director’s priorities are well communicated to the team.
• Coordinate meetings, site visits, and company events.
• Oversee procurement of materials or office supplies when needed.
• Handle certain personal tasks for the Director such as travel, appointments, or errands, with professionalism and confidentiality.
• Maintain discretion and trust at all times in managing sensitive information.
• Always reply to director phone call or reply director WhatsApp 7/24 for emergency issues.

Job Requirements (Education, Experience, Skills, Knowledge)

• At least a Bachelor's Degree, Post Graduate Diploma or equivalent.
• At least 1‑2 years of experience in a related field.
• Fluent in English, Mandarin & Malay (Preferred Mandarin speaking candidates due to job rule required for internal & external communication).
• Must own a driving licence and transportation.
• Skilled in using Microsoft Office or other related software applications.
• Other skills including communication & negotiation skill, independence, meticulousness, ability to work under pressure & good management in a fast work‑paced environment.