Receptionist cum Admin

IOT Manufacturing Sdn Bhd; Pasir Gudang; On-site; MYR 18,000 - 24,000; Full time

Job summary

IOT Manufacturing Sdn Bhd is seeking a Receptionist cum Admin to manage front desk operations, office administration, facilities coordination and travel arrangements in Pasir Gudang, Johor. The role involves welcoming visitors, handling calls, coordinating meetings, procurement, PPE stock, and supporting multiple departments with confidentiality and professionalism.

The ideal candidate is organized, proactive and customer-oriented, with 1–3 years of relevant experience and fluency in Bahasa

Qualifications

• At least 1–3 years of experience in reception, administration, facilities coordination or related field.
• Experience in travel arrangements, office administration or facility management advantageous.
• Strong communication and interpersonal skills.
• Proficient in Bahasa Malaysia and English.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent organizational, multitasking and time-management abilities.
• Able to work independently and in a team. Confidentiality and professionalism.

Responsibilities

• Welcome visitors and manage front desk operations professionally.
• Answer, screen and direct calls to appropriate departments.
• Arrange travel, flights and accommodations for staff as needed.
• Coordinate meeting room bookings and logistics for events.
• Support admin across departments and handle filing, scanning and data entry.
• Monitor office supplies, PPE, uniforms and inventory.
• Assist in facilities coordination and vendor communications.
• Maintain confidentiality of sensitive information.

Skills

Reception Operations

Visitor Management

Administrative & Clerical Support

Travel & Logistics Coordination

Procurement & Purchasing Coordination

PPE & Uniform Administration

Inventory & Stock Control

Meeting & Event Coordination

Documentation & Record Management

Microsoft Office (Word, Excel, Outlook

PowerPoint)

Organization & Multitasking

Time Management

Problem Solving

Professionalism & Interpersonal Skills

Attention to Detail

Planning & Coordination

Confidentiality & Compliance

Tools

Microsoft Office Suite

Job description

We are looking for a pleasant, organized, proactive and customer-oriented Receptionist cum Admin to manage front desk operations, office administration, facilities coordination and travel arrangements. The successful candidate will be responsible for ensuring smooth day-to-day office operations, providing administrative support across departments, coordinating office facilities and supporting employees and visitors with professionalism and efficiency.

Key Responsibilities

Reception & Front Desk Management

Welcome and attend to visitors, guests, customers and vendors in a professional, courteous and friendly manner.

Answer, screen and direct incoming telephone calls to the appropriate departments or personnel.

Handle general enquiries and provide accurate information to visitors and callers.

Manage visitor registration and issue visitor passes in accordance with company procedures.

Maintain visitor records and ensure compliance with company security procedures.

Maintain a clean, tidy and professional reception area at all times.

Receive, sort and distribute incoming mail, parcels and documents to the relevant departments.

Coordinate incoming and outgoing courier services.

Manage meeting room bookings and ensure meeting facilities are properly prepared.

Assist in arranging refreshments and logistics for meetings, training sessions and company events.

Administrative Support

Perform general administrative duties including filing, photocopying, scanning, data entry and document preparation.

Maintain proper filing and documentation systems for administrative records.

Prepare reports, letters, memos and other correspondence as required.

Provide administrative support to various departments and assist with ad hoc assignments from management.

Maintain confidentiality of company, employee and visitor information.

Procurement & Inventory Management

Monitor office supplies, stationery, pantry items and administrative consumables.

Coordinate purchase requisitions and liaise with the Purchasing Department for procurement of office supplies and administrative items.

Maintain inventory records and ensure adequate stock levels at all times.

Monitor and control issuance of office supplies to departments.

PPE & Uniform Administration

Coordinate the issuance and replenishment of company uniforms and Personal Protective Equipment (PPE).

Maintain inventory records for smocks, ESD slippers, safety shoes and other PPE items.

Coordinate purchases and stock replenishment to ensure sufficient availability for employees.

Support onboarding requirements by arranging necessary uniforms and PPE for new employees.

Travel & Transportation Coordination

Arrange domestic and international flight bookings for employees on business travel.

Coordinate flight arrangements for foreign workers, expatriates and company personnel when required.

Arrange airport transfers, transportation and travel logistics for employees and visitors.

Coordinate hotel reservations and accommodation arrangements for business travelers.

Arrange transportation between airport, hotel, factory and other destinations as required.

Liaise with travel agencies, hotels and transport providers to ensure smooth travel arrangements.

Maintain travel records and supporting documentation.

Monitor and coordinate daily cleaning activities performed by cleaners.

Supervise and follow up on housekeeping standards in offices, meeting rooms, pantry areas, washrooms and common areas.

Conduct routine inspections to ensure cleanliness, safety and workplace appearance are maintained.

Maintain stock records of cleaning materials, consumables and housekeeping equipment.

Coordinate replenishment of cleaning supplies and ensure adequate stock levels are available.

Liaise with cleaners, contractors and service providers regarding cleaning schedules and service requirements.

Report facility-related issues and coordinate follow-up actions with relevant departments.

Visitor & Event Support

Assist in coordinating accommodation, transportation and hospitality arrangements for company visitors.

Support company events, training programs and employee activities by coordinating logistics and administrative requirements.

Compliance & Safety

Ensure compliance with company policies, procedures and workplace safety requirements.

Support workplace safety initiatives by ensuring PPE and facility-related requirements are properly managed.

Maintain proper documentation and records in accordance with company requirements.

Job Requirements

At least 1-3 years of experience in reception, administration, facilities coordination or a related field.

Experience in travel arrangements, office administration or facility management will be an added advantage.

Good communication and interpersonal skills.

Pleasant personality with professional appearance and positive attitude.

Able to communicate effectively in Bahasa Malaysia and English.

Proficient in Microsoft Office applications (Word, Excel, Outlook and PowerPoint).

Strong organizational, multitasking and time-management skills.

Able to work independently and collaboratively in a team environment.

Responsible, detail-oriented and able to handle multiple priorities effectively.

Strong coordination and follow-up skills.

Able to maintain confidentiality and professionalism in handling sensitive information.

Key Skills

Reception Operations

Visitor Management

Administrative & Clerical Support

Travel & Logistics Coordination

Procurement & Purchasing Coordination

PPE & Uniform Administration

Inventory & Stock Control

Meeting & Event Coordination

Documentation & Record Management

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Organization & Multitasking

Time Management

Problem Solving

Professionalism & Interpersonal Skills

Attention to Detail

Planning & Coordination

Confidentiality & Compliance Management