Office Administrator

Lancesoft Malaysia; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading administrative services provider in Malaysia is seeking a skilled Administrative Assistant to manage office tasks and provide support to executives. The ideal candidate will demonstrate the ability to work independently, manage schedules, and communicate effectively, preferably with Mandarin skills. This role involves organizing meetings, events, and maintaining office supplies in a dynamic environment.

Qualifications

• Ability to work independently with minimal coaching.
• Demonstrated problem-solving skills within given responsibilities.
• Proactive in resolving scheduling conflicts.

Responsibilities

• Manage various administrative and operational tasks for individuals or groups.
• Provide daily support to executives and handle office tasks.
• Organize meeting schedules and manage conference rooms.
• Plan and execute internal events for the team.
• Prepare professional communications and manage the filing systems.
• Maintain office supplies and manage inventory levels.
• Provide real-time scheduling support and manage travel arrangements.

Skills

Independent work

Problem-solving

Scheduling expertise

Proactive communication

Mandarin language

Job description

Job Responsibilities

• Performs various administrative, organizational, financial, operational, and project-related activities in support of an individual or group varying in size.
• Provides support to executives (more senior level Administrative Assistants), managers, employees, and office visitors by handling daily office tasks.
• Organizes meeting schedules, manages, and maintains conference rooms for executives and various office teams.
• Plans, coordinates, and executes internal events such as off-sites, team building events and organization wide meetings.
• Provides professional communication via phone, e-mail, and mail. Generates reports and presentations, sets up meetings, manages office space, writes and edits documents and manages filing systems.
• Prepares communications, such as memos, emails, invoices, reports and other correspondence.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Provides real-time scheduling support by booking appointments and preventing conflicts.
• Manages calendars, travel arrangements and expense reporting.

Requirements

• Candidate should be able to run the admin/scheduler work very independently (very minimum coaching).
• Demonstrates the ability to independently source and propose solutions within their scope of responsibility.
• Proactively reaches out to meeting organizers to resolve scheduling conflicts without requiring escalation.
• Candidate should be able to support team members for Southeast Asia region, including China & Vietnam.
• Mandarin speaker is preferred.