IT Admin Cum Receptionist

Private Advertiser; Kuala Lumpur; On-site; MYR 39,000 - 60,000; Full time

Job summary

Private Advertiser in Malaysia is seeking a proactive Administrative Support role focused on front-desk duties and IT department assistance. You will greet visitors, manage calls, handle mail, and keep the reception area tidy while delivering basic clerical services.

You'll also provide broad admin support to the IT team, prepare documents, coordinate meetings, manage records, and liaise with vendors. This role requires organisation, reliability, and the ability to handle multiple tasks in a

Qualifications

• No formal qualifications stated in the job ad.

Responsibilities

• Greet and attend to visitors, staff, and external parties professionally.
• Manage incoming calls, enquiries, and direct calls to appropriate departments.
• Receive and distribute incoming mail, documents, and deliveries.
• Maintain the reception area in a clean, organised, and professional manner.
• Handle basic administrative and clerical duties.
• Provide general administrative support to the IT Department as required.
• Assist in preparing, formatting and organizing documents, correspondence, forms and presentation materials.
• Assist with printing, scanning, filing and other general administrative activities.
• Coordinate documents requiring submission, acknowledgement or approval.
• Support the HOD and IT team with administrative matters as assigned.
• Assist with other day-to-day departmental arrangements where required.
• Organize and maintain departmental electronic and physical records.
• Support housekeeping and organization of shared folders and document repositories.
• Assist with document naming, filing, compilation and archival.
• Maintain relevant administrative records, lists and registers.
• Assist with locating and compiling documents requested by the department.
• Support periodic document housekeeping activities.
• Prepare and process Purchase Requisitions and internal administrative submissions.
• Compile quotations and supporting documents.
• Coordinate circulation of documents for review, signature or approval.
• Assist with submission and administrative follow-up.
• Maintain relevant procurement and administrative records where applicable.
• Assist with scheduling and logistical arrangements for internal meetings, vendor discussions, workshops, training and other departmental activities.
• Coordinate meeting rooms, facilities and attendance arrangements where required.
• Assist in requesting and compiling relevant documents or presentation materials before scheduled activities.
• Support administrative arrangements arising from meetings and departmental activities where required.
• Assist with administrative arrangements involving IT vendors and external parties.
• Maintain relevant vendor and contact information where required.
• Organizing vendor-related documentation and records.
• Support administrative arrangements for vendor evaluations, renewals and other related activities where applicable.
• Provide general administrative assistance to project, application, development, infrastructure and support activities where required.
• Assist with preparation and processing of standard departmental forms and supporting documentation.
• Assist in coordinating administrative arrangements involving users, hospitals, departments and external parties.
• Support the organization and filing of project, system and technical documentation.
• Assist with compilation and updating of information provided by IT team members.
• Provide logistical and administrative assistance for implementation, rollout, testing, training or other IT activities where required.
• Assist with updating departmental records, lists and trackers where required.
• Support data entry and general record maintenance activities.
• Assist with collection and consolidation of information from relevant parties.
• Support maintenance of records relating to IT assets, vendors, services, users and departmental activities where applicable.
• Assist in identifying incomplete information for further follow-up.
• Assist with administrative and logistical arrangements for IT training, workshops and departmental activities.
• Coordinate schedules, facilities, participant information and supporting materials where required.
• Assist with maintaining attendance, acknowledgement and other related administrative records.
• Support other departmental events and activities as required.
• Assist with ad-hoc administrative requirements of the IT Department.
• Provide support across different IT functions according to departmental workload and priorities.
• Carry out other reasonable administrative duties as assigned by the HOD or designated supervisor.

Job description

Greet and attend to visitors, staff, and external parties professionally.

Manage incoming calls, enquiries, and direct calls to the appropriate departments.

Receive and distribute incoming mail, documents, and deliveries.

Maintain the reception area in a clean, organised, and professional manner.

Handle basic administrative and clerical duties.

2) General Department Administration

Provide general administrative support to the IT Department as required.

Assist in preparing, formatting and organizing documents, correspondence, forms and presentation materials.

Assist with printing, scanning, filing and other general administrative activities.

Coordinate documents requiring submission, acknowledgement, signature or approval.

Support the HOD and IT team with administrative matters as assigned.

Assist with other day-to-day departmental arrangements where required.

3) Documentation & Filing

Assist in organizing and maintaining departmental electronic and physical records.

Support housekeeping and organization of shared folders and document repositories.

Assist with document naming, filing, compilation and archival.

Maintain relevant administrative records, lists and registers where required.

Assist with locating and compiling documents or information requested by the department.

Support periodic document housekeeping activities.

4) Procurement & Internal Administration

Assist with preparation and processing of Purchase Requisitions (PR), forms and other internal administrative submissions.

Compile quotations and supporting documents where required.

Coordinate circulation of documents for the necessary review, signature or approval.

Assist with submission and administrative follow-up.

Maintain relevant procurement and administrative records where applicable.

5) Meeting & Scheduling Support

Assist with scheduling and logistical arrangements for internal meetings, vendor discussions, workshops, training and other departmental activities.

Coordinate meeting rooms, facilities and attendance arrangements where required.

Assist in requesting and compiling relevant documents or presentation materials before scheduled activities.

Support administrative arrangements arising from meetings and departmental activities where required.

Assist with administrative arrangements involving IT vendors and external parties.

Maintain relevant vendor and contact information where required.

ganizing vendor-related documentation and records.

Support administrative arrangements for vendor evaluations, renewals and other related activities where applicable.

7) IT Team Support

Provide general administrative assistance to project, application, development, infrastructure and support activities where required.

Assist with preparation and processing of standard departmental forms and supporting documentation.

Assist in coordinating administrative arrangements involving users, hospitals, departments and external parties.

Support the organization and filing of project, system and technical documentation.

Assist with compilation and updating of information provided by IT team members.

Provide logistical and administrative assistance for implementation, rollout, testing, training or other IT activities where required.

8) Records & Information Maintenance

Assist with updating departmental records, lists and trackers where required.

Support data entry and general record maintenance activities.

Assist with collection and consolidation of information from relevant parties.

Support maintenance of records relating to IT assets, vendors, services, users and departmental activities where applicable.

Assist in identifying incomplete information for further follow-up.

9) Training & Departmental Activities

Assist with administrative and logistical arrangements for IT training, workshops and departmental activities.

Coordinate schedules, facilities, participant information and supporting materials where required.

Assist with maintaining attendance, acknowledgement and other related administrative records.

Support other departmental events and activities as required.

10) General Support

Assist with ad-hoc administrative requirements of the IT Department.

Provide support across different IT functions according to departmental workload and priorities.

Carry out other reasonable administrative duties as assigned by the HOD or designated supervisor.