Personal Assistant to Managing Director

Solid Green Builders Sdn Bhd; Kajang; On-site; MYR 36,000 - 60,000; Full time

Job summary

Solid Green Builders Sdn Bhd is seeking an organized Administrative Executive to support the Managing Director in Balakong, Selangor. You will handle scheduling, document review, and preparation of meeting materials, ensuring timely follow-ups and confidentiality.

In addition, you will coordinate ISO documentation and audits, manage staff claims and events, and maintain tenancy and vehicle records. Excellent multilingual communication and MS Office skills are essential.

Qualifications

• Excellent command of Bahasa Malaysia, English and Mandarin.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office and productivity tools.
• Detail-oriented with strong organizational abilities.

Responsibilities

• Provide day-to-day administrative support to the Managing Director.
• Coordinate MD's appointments, meetings, and schedules.
• Review documents for completeness and accuracy before MD review.
• Prepare agendas, minutes, and reports as required.
• Coordinate ISO documentation, audits, and follow-up actions.
• Assist with staff claims, leave administration, and events.
• Manage tenancy, vehicle, and general administrative records.

Skills

Bahasa Malaysia

English

Mandarin

Communication

Microsoft Office

Google Workspace

Organizational Skills

Tools

Microsoft Office Suite

Google Workspace

Trello

Job description

Solid Green Builders Sdn Bhd – Balakong, Selangor

· Provide day-to-day administrative and coordination support to the Managing Director.

· Manage and coordinate the Managing Director's appointments, meetings, schedules and follow-up matters.

· Receive, filter and prioritise documents, correspondence and matters submitted for the Managing Director's attention.

· Review submitted documents for completeness, accuracy and appropriate supporting documents before presenting them to the Managing Director.

· Prepare meeting agendas, minutes, briefing notes, reports, correspondence and other documents as required.

· Follow up with relevant departments, project teams and external parties on matters instructed by the Managing Director.

· Maintain proper filing and records of confidential management documents and correspondence.

· Ensure important matters requiring the Managing Director's attention are highlighted promptly.

· Other ah-hoc tasks as assigned.

ISO Documentation & Audit Coordination

· Coordinate and maintain the Company's ISO-related documentation and records.

· Liaise with relevant departments to ensure required ISO documents, procedures, forms and records are updated and properly maintained.

· Coordinate internal and external ISO audits, including audit schedules, preparation of documents and coordination with relevant personnel.

· Follow up on audit findings, corrective actions and preventive actions until closure.

· Maintain proper records of audit reports, corrective actions, management review documents and other relevant ISO records.

· Ensure relevant ISO documentation is readily available and properly organised for audit purposes.

Administrative role

Staff Claims & Leave Administration

· Review staff claims and leave applications for completeness, supporting documents and compliance with Company policies.

· Coordinate with Finance and HR on discrepancies or outstanding documents.

· Maintain updated records and highlight unusual or significant matters to the Managing Director.

Company Events & Staff Engagement

· Plan and coordinate staff events, annual dinners, team-building activities and festive celebrations.

· Source venues, suppliers and service providers, obtain quotations and coordinate bookings.

· Manage event logistics, Company T-shirts, gifts and other related items.

· Maintain records of event budgets, approvals and expenditure.

Tenancy & Rental Administration

· Maintain and monitor Company tenancy and rental agreements, including expiry dates, rental payments, deposits and renewals.

· Coordinate with landlords, tenants, agents and internal departments on tenancy matters.

· Assist with renewal, extension, termination or transfer of agreements as instructed by management.

· Maintain proper records and highlight important contractual matters to the Managing Director.

Company Vehicle Administration

· Maintain records of Company vehicles, including registration, insurance, road tax, servicing and maintenance.

· Coordinate vehicle servicing, repairs, insurance and other related matters with relevant service providers.

· Monitor renewal dates and maintain records of vehicle usage, fuel and maintenance expenses.

· Coordinate vehicle allocation and report major repairs, accidents or other significant issues to the Managing Director.

Requirements

· Excellent command of Bahasa Malaysia, English and Mandarin.

· Strong communication and interpersonal skills with the ability to engage confidently with stakeholders at all levels.

· Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and productivity tools (e.g., Google Workspace, Trello).

· Strong organizational and multitasking abilities, with the capacity to prioritize effectively under pressure.

· Mature, professional, and highly discreet, with excellent judgment and confidentiality.

· Detail-oriented with the ability to work independently with minimal supervision.

· Pleasant personality and positive attitude.