IT and Admin Assistant

Gamut Pro Sdn. Bhd.; Johor Bahru; On-site; MYR 24,000 - 36,000; Full time

Job summary

Gamut Pro Sdn. Bhd. is seeking an IT and Admin Assistant to support daily IT operations and administrative functions, including SharePoint, asset management, onboarding and offboarding, document management, and office administration.

The role also provides administrative support to the Director, including calendar management, meeting coordination, and project follow-ups, while maintaining confidentiality and ensuring efficient daily operations.

Qualifications

• Diploma or Bachelor’s in IT, Admin, or related field required or preferred.
• Fresh graduates with relevant qualifications are encouraged to apply.
• Strong knowledge of MS Office, especially Word, Excel, PowerPoint and Outlook.

Responsibilities

• Support IT operations and SharePoint administration, including sites, libraries and lists.
• Assist onboarding and offboarding processes with devices and access rights.
• Maintain and track IT hardware and software assets and inventories.
• Digitize and manage documents; maintain proper filing and recordkeeping.
• Handle mail, courier, and reception duties; greet visitors at the office.
• Coordinate office supplies and facilities; support bill payments and vendor liaison.
• Provide administrative support to the Director, including calendar management and meeting coordination.
• Ensure confidentiality and assist with project follow-ups as required.

Skills

Microsoft Office Suite

SharePoint

English & Bahasa Melayu communication

Time management

Education

Diploma or Bachelor's in IT/Administration

Tools

SharePoint

Asset management system

Document management software

Job description

The IT and Admin Assistant supports daily IT operations and administrative functions, including SharePoint, asset management, employee onboarding and offboarding, document management, and office administration. The role also provides administrative support to the Director, including calendar management, meeting coordination, and project follow-ups, while maintaining confidentiality and ensuring efficient daily operations.

Key Responsibilities:

1. IT Support and SharePoint Administration

Assist in SharePoint configuration and basic maintenance, including sites, libraries, and lists.

Support the adoption and implementation of the Company's SharePoint Data System (Site) across all Group entities.

Provide user support for SharePoint navigation, content uploading, and access rights management.

Assist with basic SharePoint workflows and user permission settings.

Perform IT-related data entry and maintain documentation of system configurations.

Maintain inventory records of IT hardware and software.

Ensure IT information and records are properly stored, categorized, and retrievable.

2. Onboarding and Offboarding Support

Prepare onboarding materials, workstations, and company tools for new employees.

Support onboarding and offboarding processes, including the issuance and return of company assets.

Check and record the condition of IT devices, including laptops and mobile phones, during issuance and return.

Ensure the proper documentation and updating of relevant onboarding and offboarding records.

3. Asset and Uniform Management

Assist in maintaining accurate asset and uniform inventory records.

Track the issuance and return of company assets and uniforms, particularly during employee onboarding and offboarding.

Update and maintain asset user logs and relevant inventory documentation.

Report discrepancies, damaged items, or missing assets to the relevant personnel for further action.

4. Document Management and General Administration

Maintain proper filing systems and assist in digitizing physical records.

Perform general data entry and ensure administrative records are accurate and up to date.

Provide administrative support to team members and departments as required.

Assist in preparing, organizing, and submitting documents to government agencies and relevant authorities.

Ensure proper document control, recordkeeping, and confidentiality of company information.

5. Mail, Courier and Reception Duties

Handle incoming and outgoing mail and courier services, including arranging pickups and deliveries.

Receive parcels, documents, and other deliveries on behalf of the Company.

Greet and guide visitors and serve as the point of contact at the office entrance.

Coordinate with relevant departments or personnel to ensure the timely distribution of correspondence and deliveries.

6. Office Supplies and Facilities Maintenance

Assist in managing stationery, pantry supplies, and other general office supplies.

Coordinate utility bill payments and liaise with relevant service providers and suppliers.

Ensure the office is properly shut down at the end of the working day, including checking lights, air-conditioning, and locks.

Report office maintenance issues and assist in coordinating the necessary follow-up actions.

7. Administrative Support to the Director

Provide administrative and coordination support to the Director, including calendar management, appointment scheduling, and meeting coordination.

Assist in arranging meetings, preparing relevant documents, and coordinating meeting logistics as required.

Follow up on projects, assignments, and action items delegated by the Director to ensure timely completion.

Assist in preparing, organizing, and maintaining documents, reports, correspondence, and other materials required by the Director.

Coordinate with relevant departments and personnel on matters assigned by the Director.

Provide other administrative, coordination, and operational support as assigned by the Director from time to time.

Exercise strict confidentiality and maintain proper control over all information, documents, communications, and matters handled in the course of supporting the Director.

8. Other Duties and Responsibilities

Perform other IT, administrative, and operational duties as assigned by the immediate supervisor or Management from time to time.

Support cross-departmental coordination and other company initiatives as required.

Qualifications and Requirements

Possess a Diploma, Bachelor's Degree, or equivalent qualification in Information Technology, Computer Science, Business Administration, Office Management, or a related field.

Preferably have at least one (1) year of relevant working experience in IT support, administration, or office operations. Fresh graduates with relevant qualifications are encouraged to apply.

Good knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Familiarity with Microsoft SharePoint, IT hardware, software, and asset management will be an added advantage.

Good written and verbal communication skills in English and Bahasa Melayu, with the ability to liaise professionally with employees, Management, and external parties.

Strong organizational, documentation, coordination, and time-management skills, with good attention to detail.

Responsible, proactive, trustworthy, and able to maintain confidentiality when handling company information and Director-related matters.

Able to work independently and collaboratively, manage multiple tasks, meet deadlines, and undertake additional duties as assigned by Management or the Director.