Executive Administration

Fastrain; Seberang Perai; On-site; MYR 33,000 - 56,000; Full time

Job summary

Fastrain in Malaysia seeks an experienced administrative assistant to organise meetings, manage office resources, and support daily operations. You will liaise with expatriate staff, arrange travel, accommodation, and payments, and maintain filing systems with accuracy.

Strong English, MS Office proficiency, and good interpersonal skills are essential; Mandarin is an added advantage. The role provides exposure to a dynamic office environment in Penang with opportunities to grow within the

Qualifications

• Minimum qualification of STPM or Diploma.
• Minimum 2 years of experience in a clerical or administrative position, or a similar role.
• Fluent in English. Mandarin-speaking ability is an added advantage for liaising with China counterparts.
• Proficient in Microsoft Office.
• Good interpersonal and time-management skills.

Responsibilities

• Arrange conference facilities and meeting rooms, and organize and schedule appointments and meetings.
• Manage office doors, drawers, cabinet keys, tables, and labeling.
• Assist in preparing regularly scheduled reports and maintaining proper filing systems.
• Perform clerical duties and administrative processes to support daily office operations.
• Liaise with China expatriate staff regarding their incoming and outgoing arrangements and matters.
• Arrange transportation for visitors, VIPs, and expatriates upon arrival and departure.
• Greet and direct visitors to the appropriate office and handle inquiries or complaints in a courteous and professional manner.
• Arrange accommodation, lockers, and PPE distribution for expatriate staff, and liaise with them regarding their needs and requirements.
• Assist with monthly administrative payment submissions, including Wi‑Fi, telephone lines, transportation fees, canteen fees, photocopying services, courier services, visa charges, and other related expenses.
• Identify and be aware of the risks and opportunities associated with assigned duties, including the potential consequences and impact of failure.
• Other additional work tasks or additional roles assigned by the superior.

Skills

English Fluency

Mandarin (Optional)

Interpersonal Skills

Time Management

Education

STPM or Diploma

Tools

Microsoft Office

Job description

• Arrange conference facilities and meeting rooms, and organize and schedule appointments and meetings
• Manage office doors, drawers, cabinet keys, tables, and labeling
• Assist in preparing regularly scheduled reports and maintaining proper filing systems
• Perform clerical duties and administrative processes to support daily office operations
• Liaise with China expatriate staff regarding their incoming and outgoing arrangements and matters
• Arrange transportation for visitors, VIPs, and expatriates upon arrival and departure
• Greet and direct visitors to the appropriate office and handle inquiries or complaints in a courteous and professional manner
• Arrange accommodation, lockers, and PPE distribution for expatriate staff, and liaise with them regarding their needs and requirements
• Assist with monthly administrative payment submissions, including Wi‑Fi, telephone lines, transportation fees, canteen fees, photocopying services, courier services, visa charges, and other related expenses
• Identify and be aware of the risks and opportunities associated with assigned duties, including the potential consequences and impact of failure
• Other additional work tasks or additional roles assigned by the superior

2.0 Job Requirements

• Minimum qualification of STPM or Diploma
• Minimum 2 years of experience in a clerical or administrative position, or a similar role
• Fluent in English. Mandarin-speaking ability is an added advantage for liaising with China counterparts
• Proficient in Microsoft Office
• Good interpersonal and time-management skills