Office assistant

Hirehub Group; Pasir Gudang; On-site; MYR 33,000 - 45,000; Full time

Job summary

Hirehub Group is seeking an Office Assistant for its Overseas Business Division in Malaysia. The role covers daily admin, finance, logistics, and coordination to ensure smooth local operations and alignment with headquarters.

Responsibilities include managing office facilities, asset records, communications, and visitor logistics while ensuring regulatory compliance and efficient collaboration with the head office.

Responsibilities

• Administration & Office Management: Maintain local office operations, utilities, equipment, and safety compliance.
• Asset Management: Manage procurement, registration, and stocktakes of assets including computers, furniture, and vehicles.
• Communication & Documentation: Handle phone, internet, email, courier services, and filing.
• Reception & Hospitality: Welcome visitors and coordinate accommodation, transportation, and itineraries.

Job description

Company Background

Our client specialise in manufacture and repair of switchgear, switchboards, electrical control panels, electric motors, transformers, and power distribution equipment. They provide electrical manufacturing and engineering solutions for industrial and commercial applications in Singapore.

Office Assistant

Job Description (JD)

Position Title: Office Assistant
Department: Overseas Business Division
Reports To: Chinese HR Manager
Headcount: 1 (Sole Position)

1. Job Overview

This position is responsible for the overall daily operations of the local office, including administration, finance, logistics, and internal and external communication and coordination. The role ensures the office operates safely, efficiently, and in compliance with local regulations while providing reliable administrative support to headquarters and local business operations.

2. Key Responsibilities

1. Administration & Office Management

• Office Operations: Maintain the local office environment, including utilities, cleaning, and office equipment such as printers and network systems, to ensure smooth daily operations.
• Asset Management: Coordinate the procurement, receipt, registration, and daily management of office assets, including computers, furniture, and vehicles. Maintain an asset register and conduct regular physical stocktakes.
• Communication & Documentation: Manage office telephone lines, internet services, and email accounts. Handle incoming and outgoing courier services, documents, and filing.
• Reception & Hospitality: Receive visitors and important local business partners, and coordinate accommodation, transportation, itineraries, and business hospitality arrangements.

2. Compliance & Government Liaison

• Regulatory Compliance: Research, understand, and comply with local labour laws, tax policies, and business operating regulations to ensure all office activities meet legal requirements.
• Licensing & Permits: Handle applications and renewals of required business licences, company registrations and amendments, work visas, residence permits (e.g. KITAS/KITAP), and import/export-related documentation.
• Government Liaison: Maintain good working relationships with local government authorities, including labour departments, tax authorities, and immigration offices, and manage official correspondence when required.

3. Finance & Reimbursement

• Local Expense Management: Coordinate the application and payment of daily local expenses, including rental, utilities, property management fees, and local purchases, ensuring all supporting documents comply with financial requirements.
• Expense Reimbursement: Manage reimbursement procedures for local employees and business travellers, collect and organise supporting documents, and coordinate and follow up on reimbursement processes with headquarters in accordance with company financial policies.
• Tax Filing: Assist with timely local tax filings, including value-added tax (VAT) and individual income tax payments, and prepare the relevant supporting documents.

4. HR & Staff Management

• Local Recruitment & Onboarding: Support local recruitment activities, including CV screening and interviews, onboarding arrangements, employment contract preparation and signing, and induction training.
• Attendance & Performance Tracking: Manage the attendance system and calculate employee attendance records. Assist headquarters in collecting relevant employee performance and work-related information.
• Employee Relations: Handle day-to-day communication with local employees, employee welfare, resignation procedures, and termination processes. Maintain positive employee relations and minimise the risk of labour disputes.

5. Travel & Logistics

• Travel Arrangements: Arrange flights, hotels, and transportation for expatriate personnel and local employees, plan itineraries, and handle unexpected travel-related situations.
• Employee Welfare & Support: Coordinate accommodation, daily necessities, medical arrangements, and other living arrangements for expatriate employees to improve their overall living and working experience.

6. Cross-Cultural Communication & Reporting

• Multilingual Communication: Serve as a communication bridge between headquarters and local operations, including Chinese-to-English translation. Translate and review local business documents and contract terms to ensure accurate communication.
• Regular Reporting: Submit regular updates on personnel matters, compliance risks, and local market developments.
• Document Translation: Translate local documents between Chinese and English, as well as Chinese and Thai where applicable, ensuring the accuracy and professionalism of contracts, company policies, and business correspondence.

3. Authority

1. Authorised to approve minor local expense reimbursements within the delegated approval limits.
2. Entitled to make recommendations regarding local employee recruitment, termination, and salary adjustments.
3. Authorised to communicate with suppliers on behalf of the company on routine business matters.
4. Authorised to sign relevant documents subject to approval and authorisation from the appropriate personnel.

Salary Range: RM3k - RM4k