Personal Assistant cum Admin

Industrial Quality Management; Shah Alam; On-site; MYR 36,000 - 60,000; Full time

Job summary

Industrial Quality Management Sdn Bhd in Shah Alam seeks a proactive Personal Assistant cum Admin to support the Managing Director and coordinate daily operations. This role blends administrative tasks with driving duties, ensuring smooth schedules, travel arrangements and confidential document handling.

The successful candidate will manage meetings, prepare materials, liaise with departments, customers and suppliers, and help organise events and process improvement initiatives while upholding

Responsibilities

• Personal Assistant to Managing Director: manage daily schedule, appointments and meetings; arrange meetings, site visits and engagements; prepare schedules and documents; provide reminders; coordinate travel; assist with admin matters; maintain confidentiality.
• Management Meeting & Follow-Up: coordinate meetings, prepare minutes and action lists; monitor outstanding items; ensure communication of directives; maintain records.
• Administrative Support: prepare letters, memos, reports; manage filing; maintain records; assist with reports/presentations; handle photocopying/printing; coordinate supplies.
• Communication & Coordination: act as liaison between MD and internal departments; liaise with HODs, staff, customers, suppliers; follow up requests; ensure timely information.
• Event & Business Coordination: assist in coordinating events, meetings and visits; support arrangements for customers; prepare meeting rooms and materials.
• Confidentiality & Document Control: handle confidential information; control documents; ensure sharing only with authorised parties.

Job description

Industrial Quality Management – Shah Alam, Selangor

Company: Industrial Quality Management Sdn Bhd

Employment Type: Full-time

Company Overview

At Industrial Quality Management Sdn Bhd, we are a trusted manufacturer of high-quality plastic and metal parts, serving predominantly the automotive industry. With our headquarters in Shah Alam and branches in Bukit Beruntung, Tanjung Malim, and Gurun, we are proud to support Malaysia’s industrial sector with precision and reliability.

We are currently seeking a responsible and versatile Personal Assistant cum Admin to support our daily operations. This role combines administrative duties with driving responsibilities, ensuring smooth office operations and timely logistics support.

Role Overview

The Personal Assistant cum Admin position is ideal for a well-organized, reliable, and proactive individual who is comfortable handling both office administrative tasks and transportation duties. You will play a vital role in ensuring the efficiency of daily office activities while also providing safe and timely transportation of staff, documents, and company goods. If you are detail-oriented, disciplined, and take pride in multitasking between office and driving responsibilities, we want you on our team.

JOB PURPOSE

To provide professional and efficient personal, administrative and coordination support to the Managing Director, ensuring that daily schedules, meetings, documents, communications and management-related activities are well organised and properly followed up.

The position requires a highly organised, trustworthy and proactive individual who is capable of handling confidential information and managing multiple tasks with minimum supervision.

KEY RESPONSIBILITIES

A. Personal Assistant to Managing Director

• Manage and coordinate the Managing Director's daily schedule, appointments and meetings.
• Arrange meetings, appointments, site visits and business engagements.
• Prepare meeting schedules, agendas and relevant documents.
• Provide reminders and follow-ups on important appointments, deadlines and commitments.
• Coordinate travel arrangements, accommodation and transportation when required.
• Assist the Managing Director in managing daily administrative and personal work-related matters.
• Screen, organise and coordinate incoming requests, calls, messages and correspondence where required.
• Maintain confidentiality of all information relating to the Managing Director and company.

B. Management Meeting & Follow-Up

• Coordinate Management meetings and ensure all required documents are prepared.
• Prepare meeting minutes, action items and follow-up lists when required.
• Monitor outstanding action items and follow up with relevant departments.
• Ensure important instructions and decisions from the Managing Director are communicated to the relevant parties.
• Maintain proper records of management meetings and correspondence.

C. Administrative Support

• Prepare letters, memos, reports, presentations and other management documents.
• Manage filing and documentation systems.
• Maintain accurate records and ensure documents are easily accessible.
• Assist with preparation of company reports and management presentations.
• Handle photocopying, scanning, printing and other administrative tasks.
• Coordinate office supplies and administrative requirements when required.

D. Communication & Coordination

• Act as a coordination point between the Managing Director and internal departments.
• Liaise professionally with HODs, employees, customers, suppliers and external parties.
• Follow up on requests and information required by the Managing Director.
• Ensure communication and information are delivered accurately and within the required timeline.

E. Event & Business Coordination

• Assist in coordinating company events, meetings, official functions and Management activities.
• Support arrangements for customer visits, business meetings and external engagements.
• Assist with preparation of meeting rooms, presentation materials and required documents.

F. Confidentiality & Document Control

• Handle confidential company, management, employee and business information with the highest level of discretion.
• Maintain proper control of confidential documents and correspondence.
• Ensure sensitive information is only shared with authorised parties.

Ready to contribute to a dynamic team?