Executive Assistant/Company Admin

Hexamatics Servvcom Sdn Bhd; Selangor; On-site; MYR 78,000 - 134,000; Full time

Job summary

Hexamatics Servvcom Sdn Bhd, based in Petaling Jaya, Malaysia, is seeking an Executive Assistant & Office Manager to support the Executive Director and HR, overseeing day-to-day office operations, facilities, vendors, budgets, records, and workplace experience.

You will coordinate meetings, travel, onboarding, and uphold safety/compliance while driving administrative efficiency across the organization.

Qualifications

• Bachelor's degree or Diploma in Business Administration, Office Management, or related field.
• 4-5 years of experience in EA, Office Manager, or similar role.
• Proven experience managing office facilities, vendors, and an administrative budget.

Responsibilities

• Prepare briefing notes, agendas, reports, presentations, letters, and other business documents.
• Attend meetings, take minutes, and track action items through to completion.
• Plan and coordinate end-to-end business travel, including flights, accommodation, visas, ground transport, and itineraries.
• Handle confidential information with discretion and integrity.
• Oversee daily office operations and maintain an organised, well-equipped workplace.
• Coordinate with building management, facilities providers, IT, and other service partners on maintenance and services.
• Manage office layout, meeting-room bookings, access cards, keys, and inventory.
• Ensure workplace health and safety compliance and procedures.
• Develop, document, maintain, and implement office policies and procedures.
• Source and manage suppliers and service contracts; maintain vendor lists.
• Prepare and track the office administration budget and liaise with Finance on payments.
• Track renewals for leases, licences, subscriptions, insurance, and maintenance contracts.
• Maintain organized physical and digital company records and document controls.
• Manage mail, couriers, and deliveries; onboarding/offboarding logistics with HR.
• Plan and deliver company events, team-building activities, and town halls.
• Serve as first point of contact for office questions and gather feedback.

Skills

Organisational skills

Time management

Multitasking

Problem solving

English communication

Bahasa Malaysia communication

MS Office

Education

Bachelor's degree or Diploma in Business Administration/Office Management

Tools

MS Office Suite

Job description

Based in Petaling Jaya, Malaysia, the Executive Assistant & Office Manager will support the Executive Director and HR while taking ownership of the office's day-to-day operations. This is a role spanning executive support, facilities, vendors, budgets, records, workplace experience, and business coordination.

Key responsibilities

Prepare briefing notes, agendas, reports, presentations, letters, and other business documents.

Attend key meetings, take minutes, and track action items through to completion.

Plan and coordinate end-to-end business travel, including flights, accommodation, visas, ground transport, and itineraries.

Handle confidential and sensitive information with discretion and integrity.

Oversee daily office operations and maintain an organised, well-equipped, and welcoming workplace.

Coordinate with building management, the landlord, facilities providers, IT, and other service partners on maintenance, repairs, cleaning, security, equipment, and workplace technology.

Manage office layout, seating, meeting-room bookings, access cards, keys, office equipment, pantry supplies, and inventory.

Support compliance with workplace health and safety requirements, including fire safety, first aid, emergency procedures, and evacuation drills.

Develop, document, maintain, and implement office policies and procedures.

Source, negotiate with, and manage suppliers and service providers, including maintaining vendor lists and service contracts.

Prepare and track the office administration budget, process purchase requests and invoices, manage petty cash, and liaise with Finance on payments and reconciliations.

Track renewals for leases, licences, subscriptions, insurance, and maintenance contracts.

Maintain organised physical and digital company records, document controls, filing systems, version tracking, and secure storage.

Manage incoming and outgoing mail, couriers, and deliveries.

Coordinate onboarding and offboarding logistics with HR, including workstation setup, equipment, access, and welcome packs.

Plan and deliver company events, team‑building activities, celebrations, and town halls.

Serve as the first point of contact for office‑related questions and concerns, gathering feedback to improve the workplace.

Maintain project documentation and support project teams with task, milestone, and administrative deliverable tracking.

Facilitate communication between the executive office, teams, clients, and partners, and coordinate logistics for client visits and company activities.

Lead or support company‑wide initiatives and administrative improvement projects.

What we're looking for

A Bachelor's degree or Diploma in Business Administration, Office Management, or a related field.

At least 4-5 years of experience as an Executive Assistant, Office Manager, or in a similar combined role.

Proven experience managing office facilities, vendors, and an administrative budget.

Strong organisational, time‑management, multitasking, and problem‑solving abilities with close attention to detail.

Excellent written and verbal communication skills in English and Bahasa Malaysia.

High discretion and integrity when handling confidential information.

Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

Comfort working with collaboration and project management tools.

Familiarity with workplace health and safety practices is an advantage.

A proactive and resourceful approach, with the ability to work under pressure and adapt to changing priorities.

Hexamatics is a leading regional provider of Human Resources Outsourcing (PEO and EOR) services. We provide the full suite of professional and comprehensive services through state of the art technology to help companies achieve peak performance with their human capital. Our offices span across Asia, from Singapore to Nepal, with the headquarters situated in Kuala Lumpur, Malaysia. Our clients include leading international and regional corporations in all industries. Through utilising our diverse offices and services, our team continues to successfully deliver projects all over the world.