Office Admin Executive (Office Setup & Operations)

Matrix Tech Pte. Ltd.; Kuala Lumpur; On-site; MYR 39,000 - 54,000; Full time

Job summary

Matrix Tech Pte. Ltd. in Malaysia is expanding its office and seeking an Office Admin Executive to lead the setup and ongoing operations. The role focuses on establishing processes, vendor sourcing, and ensuring smooth daily administration.

You will coordinate fit-out logistics, manage day-to-day office needs, plan staff welfare activities, and onboard new hires, while liaising with building management to keep the office running efficiently.

Qualifications

• Diploma or degree in Business Administration, Management, or related field.
• Experience in office admin or office management; setting up a new office preferred.
• Fluency in English, Mandarin, and Malay.
• Organised, detail-oriented, and able to work independently.
• Comfortable building processes from ground up and maintaining them long-term.
• Good with people, liaising with internal staff and external vendors.
• Proficient with Microsoft Office and basic admin tools.
• Basic IT troubleshooting knowledge is a bonus.

Responsibilities

• Support the setup of a new office, including sourcing vendors, coordinating fit-out/renovation logistics, and establishing office processes from scratch
• Take care of day-to-day office needs, ordering snacks, drinks, water, cleaning and office supplies
• Plan staff welfare activities like health check-ups, festive celebrations, and birthday gatherings
• Help new hires get set up (laptop, equipment) and manage equipment return when staff leave
• Work with vendors and service providers to keep the office running smoothly, from initial setup through ongoing operations
• Keep track of office supplies and restock when needed
• Liaise with building management on any facilities issues
• Support the team with other general office and admin tasks as needed

Skills

English fluency

Mandarin fluency

Malay fluency

Office admin

Admin processes

Microsoft Office

People skills

Basic IT troubleshooting

Education

Diploma/degree in Business Administration or related field

Tools

Microsoft Office

Job description

Office Admin Executive (Office Setup & Operations)

Setting up & running our new MY office: vendor sourcing, procurement, welfare events, onboarding support. English/Mandarin/Malay needed.

Job Responsibilities:

• Support the setup of a new office, including sourcing vendors, coordinating fit-out/renovation logistics, and establishing office processes from scratch
• Take care of day-to-day office needs, ordering snacks, drinks, water, cleaning and office supplies
• Plan staff welfare activities like health check-ups, festive celebrations, and birthday gatherings
• Help new hires get set up (laptop, equipment) and manage equipment return when staff leave
• Work with vendors and service providers to keep the office running smoothly, from initial setup through ongoing operations
• Keep track of office supplies and restock when needed
• Liaise with building management on any facilities issues
• Support the team with other general office and admin tasks as needed

Job Requirements:

• Diploma or Degree in Business Administration, Management, or related field
• Experience in office admin or office management; prior experience setting up a new office is highly preferred
• Fluency in English, Mandarin, and Malay is a must, due to the need to liaise with local Malaysian stakeholders and regional teams across different language groups
• Organised, detail-oriented, and able to work independently
• Comfortable working with ambiguity and building processes from the ground up, as well as maintaining them long-term
• Good with people, comfortable liaising with both internal staff and external vendors
• Comfortable using Microsoft Office and basic admin tools
• Basic IT troubleshooting knowledge is a bonus