Executive - General Affairs

Kia Asia Pacific; Kuala Lumpur; On-site; MYR 36,000 - 60,000; Full time

Job summary

Jora Malaysia is seeking a proactive Admin/General Affairs Assistant in Kuala Lumpur to support reception, mail, courier, meetings, vendor coordination, and office operations. You will monitor equipment, manage supplies, log records, and assist expats with insurance and licensing tasks, while ensuring timely approvals and documentation.

The role involves daily coordination with vendors, maintaining folders, and handling ad-hoc duties to keep the office running smoothly.

Responsibilities

• Reception of guests, and manage incoming and outgoing couriers, mails, and phone calls.
• Assist with incoming couriers and inform the person if necessary.
• Assist with outgoing couriers by filling in details.
• Assist with mail and parcel receipt; log data in the log book.
• Assist in organizing meetings and events; obtain quotations from 3 vendors and prepare proposals and RFAs after CFO approval.
• Assist in monitoring office equipment and call a technician when needed.
• Check office equipment and lighting twice a week.
• Assist in monitoring office supplies and place orders as necessary.
• Check weekly using a checklist for all office supplies.
• Assist in tracking, filing, and documenting administrative records.
• Track items and file all documents for administrative records.
• Maintain asset database with tagging and labeling.
• Execute ad-hoc tasks as required; welcome all guests to the office.
• Attend urgent ad-hoc tasks, e.g., stamping documents.
• Create and update GA forms as needed.
• Prepare business cards for new employees; liaise with vendor for artwork and printing.
• Follow up with vendors on monthly invoices.
• Prepare RFAs and obtain approvals.
• Communicate with vendors and government agencies on general affairs and statutory matters.
• Liaise with JPJ for driving license conversion.
• Assist in medical insurance applications for new expats and family members including claims.
• Maintain online shared folders.
• Monitor mobile line renewals and device replacements for expats.
• Renew company license (PBT).
• Administer office supplies and common areas, car-park payments, pantry items, and facility maintenance.

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Reception of guests, and manage incoming and outgoing couriers, mails, phone calls.

• Assist on incoming and inform the person if necessary
• Assist on outgoing couriers by fill in details
• Assist on mails and parcel receive (fill up data log book)

Assist in organizing meetings and events.

• Get the quotation from 3 vendor
• Prepare proposal and RFA after get approval from CFO

Assist in monitoring office equipment and call technician when needed.

• Checking office equipment and lighting 2 times a week
• Assist to call technician when needed.

Assist in monitoring office supplies and place order when necessary.

• Check 1 times per week with checklist for all office supplies

Assist in tracking, filing, and documentation of administrative records.

• Hands on tracking item ,filing all documents for administrative records

Track record on asset management (Database, tagging, labelling).

• Keep update database for all company asset and do tagging and labelling needed

Executing ad-hoc matters as and when required.

• Attend any ad-hoc matters exp: need to go stamp documents with imediately
• Welcoming all guest coming to our office

Creating of new GA related form.

• Create and update GA form as and when needed

Business card making for new employees.

• Sent details to vendor and get the artwork
• Confirm artwork with new employees and inform vendor for printing business card

Follow-up with vendors on monthly invoice.

• To call and email vendor and ask for invoice as when needed

RFA preparation & filing.

• Receive invoice from vendor
• Prepare RFA and get HOD to approve up to CEO when necesarry

Communicating to obtain information with vendors, government agencies matter related to general affairs and statutory bodies.

• Exp: To liase with JPJ for converted to Malaysian driving lisence

Assisting in medical insurance application for new expats and family members including claim reimbursement & medical insurance claim.

• To get details for new expats and will proceed for submit applications when have visa

Assisting in maintaining of online shared folder.

• To keep online shared folder updated exp: school fee, company car, handphone etc

Mobile phone line renewal and mobile device replacement for expats.

• To keep track of mobile phone renewal after 2 years

Company license (PBT) renewal.

• Have quotation and paid to PBT office yearly

Assisting in administration of office supplies and common areas, car-park payment, car park new application & termination, pantry supplies (milks, coffee beans, teas, biscuits), lighting system (bulbs changing, office security system, waste disposal.