Personal Assistant

DC Architects Sdn Bhd; Johor Bahru; On-site; MYR 20,000 - 100,000; Full time

Job summary

A regional architecture firm in Johor Bahru is seeking a Personal Assistant to provide efficient administrative support to the Director and Manager. Responsibilities include managing schedules, preparing reports, assisting with invoicing and billing, and supporting HR tasks. The ideal candidate will have a qualification in Administration, Accounting, or HR, strong organizational skills, and proficiency in MS Office. This role ensures smooth business operations while handling confidential information with discretion.

Qualifications

• Must have strong organizational and multitasking skills.
• Proficiency in MS Office is essential.
• Ability to handle confidential information with professionalism.

Responsibilities

• Manage schedules, appointments, and meetings.
• Assist with invoicing, billing, and payment tracking.
• Support recruitment, onboarding, and offboarding processes.

Skills

Strong organizational skills

Multitasking skills

Proficient in MS Office

Good communication skills

Education

Relevant qualification in Administration, Accounting, or HR

Job description

Personal Assistant to Director & Manager (Admin, Accounts & HR)

Job Purpose

To provide efficient personal and administrative support to the Director and Manager while handling administrative operations, basic accounting tasks, and human resources support to ensure smooth daily business operations.

Reporting Line

Reports directly to the Director and Manager

Key Responsibilities

Personal Assistant & Executive Support

• Manage schedules, appointments, meetings, and calendars
• Prepare correspondence, reports, and presentations
• Coordinate meetings, take minutes, and follow up on action items
• Handle confidential information with professionalism and discretion

Administration

• Manage daily administrative operations and office coordination
• Maintain proper filing and document control (physical and digital)
• Coordinate office supplies, vendors, and general office matters
• Assist in internal communications and reporting

Accounts Support

• Assist with invoicing, billing, and payment tracking
• Prepare purchase orders, payment vouchers, and expense claims
• Maintain basic accounts payable and receivable records
• Liaise with external accountants and auditors when required

Human Resources Support

• Assist in recruitment, onboarding, and offboarding processes
• Maintain employee records, contracts, attendance, and leave records
• Support payroll preparation and HR documentation
• Coordinate staff training and performance-related documentation

Other Duties

• Assist in company events, meetings, and special projects
• Perform ad-hoc tasks as assigned by the Director or Manager

Requirements

• Relevant qualification in Administration, Accounting, or HR
• Strong organizational and multitasking skills
• Proficient in MS Office and office systems
• Good communication skills with high confidentiality and professionalism