PA cum Purchaser/Sales/Project Coordinator

AJI-NO-RIKI (MALAYSIA) SDN BHD; Bestari Jaya; Hybrid; MYR 100,000 - 150,000; Full time

Job summary

A leading company in Malaysia is seeking a highly organized Personal Assistant (PA) to support the Managing Director with administrative tasks, requiring strong PA experience. Responsibilities include managing schedules, coordinating meetings, and preparing reports. Candidates should have a Diploma in Business Administration, be proficient in Microsoft Office, and possess excellent communication skills. The role involves flexibility to travel between locations based on a weekly schedule. This is an excellent opportunity to grow in a dynamic environment.

Qualifications

• Strong experience in PA/Secretarial work is mandatory.
• Experience in either Sales / Purchasing / Project Coordination is an advantage.

Responsibilities

• Manage the boss’s daily schedules, appointments, and weekly agenda.
• Coordinate meetings, prepare minutes, and follow up on action items.
• Handle confidential documents and correspondence.
• Draft emails, letters, memos, and management reports.
• Arrange travel, logistics, and itineraries.
• Coordinate with internal departments and act as the key liaison for the boss.
• Assist in any ad-hoc tasks assigned by the Managing Director.

Skills

Organizational skills

Communication skills

Multitasking

Flexibility to travel

Proficiency in Microsoft Office

Education

Diploma in Business Administration or related field

Job description

Position Title: Personal Assistant (PA) – with Optional Functional Role (Sales / Purchasing / Project Coordinator)

We are seeking a highly organized and proactive Personal Assistant (PA) who will support the Managing Director in all secretarial and administrative matters.

The PA role is compulsory and the core function of this position.

In addition, the candidate must be willing to take up ONE additional scope depending on their strength or experience:

• Sales Support
• Purchasing Support
• Project Coordination

This role requires flexibility to travel between Plaza Arkadia and Bestari Jaya, depending on the boss’s weekly schedule.

Core Responsibilities (Compulsory PA Scope)

• Manage the boss’s daily schedules, appointments, and weekly agenda.
• Coordinate meetings, prepare minutes, and follow up on action items.
• Handle confidential documents and correspondence.
• Draft emails, letters, memos, and management reports.
• Arrange travel, logistics, and itineraries.
• Coordinate with internal departments and act as the key liaison for the boss.
• Assist in any ad‑hoc tasks assigned by the Managing Director.

Additional Functional Scope (Candidate must choose ONE)

Option A: Sales Support

• Assist in preparing quotations, proposals, and sales documents.
• Maintain customer records and handle basic customer enquiries.
• Support the sales team with follow‑ups and reporting.
• Assist in preparing sales presentations and analysis.

Option B: Purchasing Support

• Obtain quotations from suppliers and assist in supplier sourcing.
• Prepare purchase requisitions and follow up on Purchase Orders (POs).
• Liaise with suppliers on pricing, delivery, and documentation.
• Update purchasing files and assist in monthly purchasing reports.

Option C: Project Coordinator

• Assist Project Managers in preparing documentation, schedules, and updates.
• Follow up on project timelines, tasks, and progress.
• Coordinate with internal teams to ensure project requirements are met.
• Prepare project status reports and maintain project records.

Requirements

• Minimum Diploma in Business Administration or related field.
• Strong experience in PA/Secretarial work is mandatory.
• Experience in either Sales / Purchasing / Project Coordination is an advantage.
• Must be willing to travel between Plaza Arkadia and Bestari Jaya based on weekly schedule.
• Excellent communication skills.
• Highly organized, reliable, discreet, and able to multitask.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).