Executive Assistant & Office Operations Lead

Hexamatics Servvcom Sdn Bhd; Selangor; Presencial; MYR 78.000 - 134.000; Tempo integral

Resumo da vaga

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.

Qualificações

• 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.

Responsabilidades

• 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.

Conhecimentos

Organisational skills

Time management

Multitasking

Problem solving

English communication

Bahasa Malaysia communication

MS Office

Formação

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

Ferramentas

MS Office Suite

Descrição da vaga

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.