Office & Administration Executive (Malaysia)

Integrity Asia; Petaling Jaya; On-site; MYR 60,000 - 100,000; Full time

Job summary

Integrity Malaysia is seeking an experienced Operations Coordinator to combine hands-on office operations, procurement, vendor management, and employee support. You will work closely with the Managing Director, Head Office, employees, and external stakeholders to ensure efficient activities and compliance.

The role emphasizes adapting to a fast-paced corporate environment, handling budgets, travel, HR onboarding, and process improvements while maintaining high standards of integrity and

Qualifications

• Bachelor’s degree in Business Administration, Management, HR, or related field.
• Minimum 4 years in administrative roles (e.g., Administrative Coordinator, Secretary, EA to C‑level/management, GA/HRGA).
• Fluent in English with strong communication and stakeholder management.
• Strong knowledge of HR administration, procurement, vendor management, and office/facility operations.
• Organized, proactive, problem-solving, and multitasking.
• Proficient in Microsoft Office/Google Workspace and comfortable with digital administrative systems.
• Experience in a multinational/corporate environment preferred.
• High level of integrity, professionalism, confidentiality, and attention to detail.
• Able to coordinate and communicate with internal/external stakeholders and government authorities.

Responsibilities

• Oversee accounts payable/receivable, PO/SO creation, payment verifications, monthly reconciliations.
• Maintain petty cash, budgets, and payment documentation.
• Coordinate business travel, claims, visas, work permits and related admin matters.
• Switchboard and front desk management.
• Oversee office operations, facilities, inventory, assets, and safety.
• Procure goods/services, handle vendor sourcing, quotes, negotiations, and performance.
• Support HR operations including onboarding and records management.
• Prepare reports, monitor KPIs, and provide management with actionable recommendations.
• Collaborate with stakeholders to ensure smooth operations.

Skills

Fluent English

Stakeholder management

Procurement

Vendor management

Office operations

Organization

Problem solving

Multitasking

MS Office/Google Workspace

Digital administration systems

Education

Bachelor’s degree in Business Administration/Management/HR

Tools

MS Office

Google Workspace

Job description

This role combines hands-on 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

• Manage accounts payable and receivable, including monitoring outstanding invoices and collections, preparing purchase and sales orders, verifying payment documentation, performing monthly account reconciliations, and maintaining vendor tax-related documents (e.g., SST).
• Prepare payment supporting documents, manage and maintain petty cash records, ensure proper cash safekeeping, and monitor monthly budgets.
• Coordinate business travel, employee claims, visas, work permits, and related administrative matters.
• Switchboard & front desk management.
• Manage office operations and facilities, including workplace services, inventory, assets, maintenance, safety, office layout, security, and general administration.
• Handle procurement and vendor management, including sourcing, quotations, negotiations, purchasing, vendor performance, and compliance requirements.
• Support HR operations, including onboarding, employee records, and expatriate administration.
• 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 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 HR administration, procurement, vendor management, and office/facility operations.
• 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.