Executive Administration

Malaysia Healthcare Travel Council; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading healthcare agency in Kuala Lumpur seeks an HR and Office Administration professional to manage HR operations and enhance employee engagement activities. This role involves organizing office administration, supporting HR functions, and ensuring a positive work environment. The ideal candidate holds a Bachelor's degree and has 2-3 years of relevant experience. Proficiency in MS Office and the ability to multitask are essential for success in this role.

Qualifications

• Minimum 2-3 years of experience in HR support or office administration.
• Experience with employee engagement activities is a plus.
• Ability to manage multiple tasks and priorities.

Responsibilities

• Manage day-to-day HR operations and office administration.
• Organize employee engagement initiatives and programs.
• Support HR department with administrative tasks.

Skills

Proficiency in MS Office

Multi-tasking

Time management

Organizational skills

Attention to detail

Education

Bachelor's Degree in Business Administration or related field

Job description

Key Feature of The Role:

Manage day to day HR operations and managing day‑to‑day office administration, with a strong focus on employee engagement activities. This role ensures smooth office operations, effective HR coordination, and a positive employee experience across the organisation.

Office Administration

• Manage day‑to‑day office operations including facilities, workspace arrangements, office supplies, and pantry management.
• Provide support to office operations through a variety of administrative and clerical tasks, including document preparation and handling correspondence (incoming and outgoing).
• Oversee inventory and procurement of office and pantry supplies, ensuring timely restocking and cost‑effectiveness.
• Manage vendors and service providers including monthly utilities, cleaners, security, maintenance, and office suppliers.
• Manage and process invoices, including data entry, tracking payments, and liaising with finance and vendors to resolve billing discrepancies.
• Handling incoming phone calls, emails, and correspondence in a professional and timely manner.
• Liaise with suppliers, vendors, and building management to resolve office‑related matters efficiently.
• To manage Company' vehicle's summons, petrol usage, mileage record, road tax, insurance renewal and maintenance request as per request.
• Ensure proper documentation, filing, and record‑keeping for office administration activities.
• Ensure timely renewals of all necessary insurance, agreements and contracts to keep the company compliant.
• Assist in managing and monitoring departmental budgets, ensuring all expenses are accurately recorded and within allocated limits.
• Ensure the workplace is safe, secure, and well‑maintained in coordination with the OSHA requirement.

Employee Engagement & Internal Activities

• Take lead, organize, plan, and coordinate employee engagement initiatives, wellness programmes, and internal events within the approved budget.
• Monitor the outcome, propose the improvement plans & prepare relevant report.
• Support employee communication initiatives related to engagement activities and HR programmes.
• Promote a positive and inclusive workplace culture through engagement initiatives.

Human Resources Support

• Support the HRA department in other ad‑hoc administrative duties as required, such as assisting with HR‑related tasks (attendance, leave requests) and facilitating communication with candidates.
• Assist in leave administration, and HR‑related documentation.
• Ensure adherence to HR policies, SOPs, and relevant labour regulations.

Additional Responsibilities

• To undertake any other duties as directed by the Immediate Supervisor and Management as and when required.

Requirements

Academic background: Hold a Bachelor's Degree in Business Administration, Management, or a related field.

Related Work Experience: Minimum 2–3 years of experience in Human Resources support and/or Office Administration. Prior exposure to employee engagement activities and office operations with a strong ability to manage multiple tasks and priorities will be an added advantage.

Technical Skills

• Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
• Processing purchase orders and payment requests
• Office supply inventory and procurement

Soft Skills

• Familiar with company SOPs and compliance procedures
• Multi‑tasking and time management
• Ability to work under pressure or short notice
• Strong organizational and coordination skills with attention to detail.
• Well organized with strong attention to detail.

Language Skills: Proficiency in both written and spoken English and Bahasa Melayu.