Office & Administration Executive (Malaysia)

Integrity Malaysia; Petaling Jaya; On-site; MYR 67,000 - 100,000; Full time

Benefits offered by this job

Equal opportunity employer

Job summary

Integrity Malaysia is seeking a hands-on Administrator to support office operations, procurement, vendor management, and HR-related tasks. You will work closely with the Managing Director, Head Office, employees, and external stakeholders to ensure smooth administrative processes across all departments.

The role requires a minimum of 4 years in administrative roles, fluent English, and strong organizational skills.

Qualifications

• Bachelor's degree in Business Administration, Management, HR, or related field.
• Minimum 4 years of relevant administrative experience.
• Fluent in English with strong communication and stakeholder management.
• Strong knowledge of HR administration, procurement, vendor management, and office operations.
• Proficient with Microsoft Office or Google Workspace and digital admin systems.
• Experience in multinational or corporate environments preferred.

Responsibilities

• Manage accounts payable and receivable, including monitoring invoices and collections.
• Prepare payment supporting documents and manage petty cash records.
• Coordinate business travel, employee claims, visas, and work permits.
• Switchboard & front desk management.
• Oversee office operations and facilities, inventory, assets, safety, and general administration.
• Handle procurement and vendor management, including sourcing, negotiations, and vendor performance.
• Support HR operations, including onboarding and employee records.
• Prepare reports, monitor KPIs and projects, and provide recommendations to management.
• Collaborate with stakeholders to ensure smooth operations.

Skills

Vendor management

HR administration

Office operations

Stakeholder management

Communication

Education

Bachelor's degree in Business Administration

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.

If you meet these requirements and if you are looking for a new, exciting opportunity within a successful, growing company, then this role is or you!

Integrity Malaysia is an equal opportunity employer.

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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.