Assistant/Executive – Administration & Personnel

Expeditors; Bayan Lepas; On-site; MYR 36,000 - 60,000; Full time

Benefits offered by this job

Group Medical Insurance

Employee Stock Purchase Plan

Training and Personnel Development Pro

Job summary

Expeditors in Bayan Lepas, Penang, Malaysia is seeking an Administration/Facilities Coordinator to manage daily office operations, procurement activities, and personnel administration, with cross-functional support for reception, travel, and invoicing. This role requires a Diploma/Bachelor's in Business Administration and 2+ years in admin, facilities, or procurement.

You will liaise with landlords and service providers, maintain vendor records, and ensure a safe, well-maintained workplace while

Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field.
• Minimum 2 years of administration, facilities, or procurement experience.
• Good knowledge of computer and MS Office applications.
• Good command of written and spoken English.
• Organized, practical and solution-oriented.
• Excellent communication and interpersonal skills, customer-minded and detail oriented.
• Proactive, meticulous and able to take ownership of tasks.
• Strong coordination, negotiation, vendor management and follow-up skills.

Responsibilities

• Manage day-to-day office administration and facilities operations.
• Coordinate maintenance, repairs, cleaning, pest control, and equipment servicing.
• Liaise with landlords, building management, and service providers.
• Monitor office safety, housekeeping, and workspace readiness.
• Manage sourcing, ordering, and replenishment of office supplies and services.
• Coordinate procurement documentation, invoice follow-ups and expense administration.
• Maintain vendor records, contracts, and asset registers.
• Track and coordinate renewal of office licenses, permits, and subscriptions.
• Maintain accurate administrative and compliance documentation.
• Provide backup support for Admin and Personnel operations during absences or peak workload.
• Support reception duties, travel administration, and invoice processing.
• Assist with coordinating interviews, onboarding and offboarding as needed.
• Ensure a safe, efficient and well-maintained workplace.
• Support training needs of the district in line with regional and global strategies.

Skills

MS Office

English (written & spoken)

Customer-oriented

Communication skills

Education

Diploma or Bachelor's in Business Administration or related field

Job description

Company Description

As a Fortune 500 company, Expeditors employs more than 18,000 trained professionals in a worldwide network of over 340 locations across six continents. Expeditors satisfies the increasingly sophisticated needs of international trade through customized solutions and seamless, integrated information systems. Our services include the consolidation and forwarding of air or ocean freight, customs brokerage, vendor consolidation, cargo insurance, time-definite transportation, order management, warehousing, distribution and customized logistics solutions. Expeditors is headquartered in Seattle, Washington.

As a Fortune 500 company, Expeditors employs more than 18,000 trained professionals in a worldwide network of over 340 locations across six continents. Expeditors satisfies the increasingly sophisticated needs of international trade through customized solutions and seamless, integrated information systems. Our services include the consolidation and forwarding of air or ocean freight, customs brokerage, vendor consolidation, cargo insurance, time-definite transportation, order management, warehousing, distribution and customized logistics solutions. Expeditors is headquartered in Seattle, Washington.

Our Mission

We recruit, train, and retain the very best logistics and technical experts the world over. We love to promote from within - more than 50 percent of our employees have been at Expeditors for five years or more. Our high retention rate is influenced by a unique compensation program for positions that are more than just jobs - they're chances to grow, do what you love and build a career with us!

Job Description

To manage and execute office administration, facilities maintenance, procurement activities, personnel administration as well as supports on District training function. The role also provides cross-functional support for reception, travel administration, and invoice processing to ensure uninterrupted administrative and personnel services.

Responsibilities and duties include, but are not limited to, the following:

• Manage day-to-day office administration and facilities operations
• Coordinate maintenance, repairs, cleaning, pest control, and equipment servicing
• Liaise with landlords, building management, and service providers
• Monitor office safety, housekeeping, and workspace readiness
• Manage sourcing, ordering, and replenishment of office supplies and services
• Coordinate procurement documentation, invoice follow-ups and expense administration
• Maintain vendor records, contracts, and asset registers
• Track and coordinate renewal of office licenses, permits, and subscriptions
• Maintain accurate administrative and compliance documentation
• Provide backup support for Admin and Personnel operations during absences or peak workload
• Support reception duties, travel administration, and invoice processing
• Assist with coordinating interviews, onboarding and offboarding as and when required
• To ensure a safe, efficient and well-maintained workplace
• Supports the training needs of the district and its employees in line with regional and global strategies which includes but not limited to supporting local training needs analysis, delivery, implementation, evaluation and follow up

Qualifications

• Diploma / Bachelor's Degree in Business Administration or related field
• Minimum 2 years of administration, facilities, or procurement experience
• Good knowledge of computer and MS Office applications
• Good command of written and spoken English
• Organized, practical, and solution-oriented
• Excellent communication and interpersonal skills, very customer minded and detail oriented
• Proactive, meticulous and able to take good ownership of tasks assigned
• Strong coordination, negotiation, vendor management and follow-up skills

Additional Information

Expeditors offers excellent benefits:

• Group Medical Insurance
• Employee Stock Purchase Plan
• Training and Personnel Development Program