Front Desk Cum Admin Clerk

Xinyi Energy Smart (M) Sdn Bhd; Jasin; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading energy firm in Malacca is seeking an Office Support professional to ensure cleanliness and organization of office areas, handle communications, and manage visitor hospitality. The role requires strong organizational skills, basic office software proficiency, and a professional demeanor. Responsibilities include expense verification, attendance management, and providing travel support. Candidates should possess a minimum of SPM qualification, and knowledge of Mandarin is advantageous.

Qualifications

• Strong organizational and multitasking skills are a must.
• Proficiency in basic office software such as MS Office is essential.
• Mandarin language proficiency is an added advantage.

Responsibilities

• Ensure cleanliness and organization of meeting rooms and office areas.
• Handle daily directives, manage correspondence, and oversee courier deliveries.
• Manage incoming calls and ensure timely redirection.
• Greet visitors and coordinate meetings.
• Facilitate repair personnel activities and issuing permits.
• Scrutinize invoices and maintain inventory records.
• Arrange flight tickets and provide travel information.
• Execute miscellaneous administrative tasks.
• Administer the employee attendance system.

Skills

Strong organizational skills

Multitasking skills

Interpersonal abilities

Communication abilities

Attention to detail

Professional demeanor

Office software proficiency

Flexibility for ad-hoc tasks

Expense management capability

Mandarin language proficiency

Education

SPM and above

Job description

Office Cleanliness

Ensure the cleanliness and organization of meeting rooms and office areas to create an inviting atmosphere.

Communication Support

Handle daily directives from superiors, manage correspondence, and oversee courier deliveries.

Telephone Handling

Efficiently manage incoming calls, ensuring timely redirection as required.

Visitor Hospitality

Greet and assist visitors, coordinate meetings, and manage room reservations.

Maintenance Assistance

Facilitate repair personnel activities by issuing necessary permits and ensuring smooth operations.

Billing & Records

Scrutinize and validate invoices, and maintain accurate records of inventory and mail dispatches.

Travel Support

Arrange for the purchase of flight tickets, compare available flight options, and provide comprehensive travel information to relevant parties.

Ad-hoc Tasks

Execute miscellaneous tasks including photocopying, distributing mail, and other administrative responsibilities.

Expense Verification

Conduct thorough checks on monthly expenditure to ensure accuracy and transparency.

Attendance Management

Administer the employee attendance system, including the registration of biometric thumbprints.

Qualifications

• SPM and above
• Strong organizational and multitasking skills
• Excellent interpersonal and communication abilities
• Proficiency in basic office software (e.g., MS Office)
• Attention to detail and a commitment to maintaining a clean and orderly office environment
• Courteous and professional demeanor when dealing with visitors and handling phone calls
• Ability to efficiently manage external communication, including faxes, letters, and courier deliveries
• Flexibility to undertake ad-hoc tasks and support various administrative functions
• Capability to cross-verify and manage expenses
• Mandarin language proficiency is an advantage