Office & Administration Executive

Integrity Asia; Petaling Jaya; On-site; MYR 60,000 - 120,000; Full time

Job summary

Integrity Malaysia is seeking a hands-on professional to manage HR administration, office operations, procurement, and vendor relations from our Petaling Jaya office. You will collaborate with the Managing Director, Head Office, employees, and external stakeholders to ensure smooth operations.

The role requires a minimum of 4 years in administrative or HRGA roles, strong English proficiency, and solid knowledge of Malaysia labor law, payroll coordination, and travel management.

Qualifications

• Onboarding, employee records, and expatriate administration.
• Procurement, vendor management, and office operations.
• Payroll coordination and travel arrangements.
• Compliance with Malaysia labor regulations.

Responsibilities

• Oversee end-to-end HR operations, including onboarding and records.
• Coordinate business travel, visas, and work permits.
• Manage client invoicing, receipts, and tax documents.
• Ensure HR policies and documentation align with Head Office.
• Run office operations, facilities, safety, and administration.
• Handle procurement, sourcing, quotations, and vendor performance.
• Prepare reports, monitor KPIs, and provide recommendations.

Skills

Fluent English

Strong communication

Stakeholder management

Organizational skills

Multitasking

Education

Bachelor's degree in Business Administration

Management/HR related

Tools

Microsoft Office/Google Workspace

Job description

This role combines hands\-on HR administration, office operations, procurement, vendor management, and employee support, while working closely with the Managing Director, Head Office, employees, and external stakeholders.

What You\'ll Do

• Oversee end-to-end HR operations, including onboarding, employee records, and expatriate administration.
• Coordinate business travel, visas, work permits, employee claims, petty cash, and related administrative matters.
• Manage client invoicing and payment administration, including sending hardcopy invoices, issuing receipts/tax invoices, collecting withholding tax certificates, coordinating payment issues with banks, and processing client cheques.
• Ensure compliance with Malaysia labor regulations and maintain HR policies, SOPs, and documentation in alignment with Head Office.
• Manage office operations and facilities, including workplace services, inventory, assets, maintenance, safety, security, and general administration.
• Handle procurement and vendor management, including sourcing, quotations, negotiations, purchasing, vendor performance, and compliance requirements.
• Prepare reports, monitor KPIs and projects, maintain accurate records, and provide proactive recommendations to management.
• Collaborate with employees, management, Head Office, vendors, government authorities, and other departments to ensure smooth and efficient operations.

What We\'re Looking For

• Bachelor\'s degree in Business Administration, Management, HR, or a related field.
• Minimum 4 years of relevant experience in administrative or HRGA roles, such as Administrative Coordinator, Secretary, Executive Assistant to C-level/management, General Affairs, or HRGA.
• Fluent in English is a must, with strong communication and stakeholder management skills.
• Strong knowledge of Malaysia labor law, HR administration, procurement, vendor management, and office/facility operations.
• Hands\-on experience with recruitment, payroll coordination, expatriate administration, business travel, visa/work permits, and employee benefits.
• Strong organizational, problem\-solving, and multitasking skills with a proactive and hands\-on approach.
• Proficient in Microsoft Office/Google Workspace and comfortable with digital administrative systems.
• Previous experience in a multinational or corporate environment is preferred.
• High level of integrity, professionalism, confidentiality, and attention to detail.
• Able to coordinate and communicate effectively with internal stakeholders, external vendors, government authorities, and service providers.

Integrity Malaysia is an equal opportunity employer.

Integrity Malaysia (Jasa Integritas Malaysia Sdn Bhd) is a foreign investment company with a proud history in Malaysia. Our business is to provide services related to fraud prevention, detection, and mitigation.

Our services include employment background screening, business research, compliance, whistleblowing systems, mystery shopping services, due diligence, research & market intelligence, asset tracing, skip tracing, claims research, brand protection, anti-counterfeiting, trademark research and market surveys.