Specialist - Admin

DHL Express; Petaling Jaya; On-site; MYR 45,000 - 71,000; Full time

Job summary

DHL Express in Malaysia seeks an Admin Specialist to ensure efficient office operations through procurement, facilities, compliance, and admin processes.

You will balance vendor coordination, safety checks, and inventory management to maintain a well-run workplace and compliant environment.

Qualifications

• Diploma/Degree in Business Administration or related field.
• Knowledge of procurement processes and SAP ERP.
• Proficiency in Microsoft Excel — formulas, pivot tables, and reports.
• Strong organisational and communication skills.
• Familiarity with facility management and safety compliance.

Responsibilities

• Manage Purchase Request and Purchase Order processes, ensuring timely approvals and vendor coordination.
• Support facility management and office hygiene monitoring.
• Oversee GR/IR (Goods Receipt/Invoice Receipt) reconciliation.
• Inspect safety equipment and maintain compliance records.
• Manage visitor logs, work permits, office supplies and inventory.
• Provide general administrative support across other functions.

Skills

Procurement knowledge

Organisational skills

Communication skills

Education

Diploma/Degree in Business Administration

Tools

SAP

Excel

ERP systems

Job description

Role Summary

An Admin Specialist ensures operational efficiency by managing procurement, facilities, compliance, and administrative processes. This role act as the backbone of office operations, balancing vendor coordination, safety checks and resource management to maintain a well‑run workplace.

Role Summary

An Admin Specialist ensures operational efficiency by managing procurement, facilities, compliance, and administrative processes. This role act as the backbone of office operations, balancing vendor coordination, safety checks and resource management to maintain a well‑run workplace.

Job Purpose/Objectives

The Admin Specialist plays a key role in ensuring smooth office operations by managing procurement processes, supporting facility management and maintaining workplace hygiene. This role safeguards compliance and efficiency through accurate handling of goods receipt/invoice receipt, routine safety inspections and proper documentation of visitor logs. By overseeing office supplies and inventory, and providing general administrative support, the Admin Specialist contributes to a safe, well‑organised, and productive work environment.

Key Responsibilities

• Manage Purchase Request and Purchase Order processes, ensuring timely approvals and vendor coordination.
• Support facility management and office hygiene monitoring.
• Oversee GR/IR (Goods Receipt/Invoice Receipt) reconciliation.
• Inspect safety equipment and maintain compliance records.
• Manage visitor logs, work permits, office supplies and inventory.
• Provide general administrative support across other functions.

Qualifications & Skills

• Diploma/Degree in Business Administration or related field.
• Knowledge of procurement processes and ERP systems (SAP preferred).
• Proficiency in Microsoft Excel — Ability to create and manage spreadsheets, use formulas, pivot tables, and generate reports for procurement tracking, GR/IR reconciliation and inventory management.
• Strong organisational and communication skills.
• Familiarity with facility management and safety compliance.

Experience Requirements

• 2–4 years of relevant administrative or facilities coordination experience
• Demonstrated ability to manage daily office operations, support facility upkeep and ensure compliance with workplace standards.
• Prior exposure to vendor management and procurement processes
• Hands‑on experience handling PR (Purchase Requisition) and PO (Purchase Order) workflows, coordinating with vendors and ensuring timely approvals and deliveries.
• Proven track record of liaising with suppliers, monitoring service delivery and ensuring compliance with company policies.
• Experience in monitoring safety equipment and supporting audit readiness.

Working Conditions

• — Primary workplace with standard administrative facilities.
• — Fixed schedule with expectation of punctuality and adherence to operational timelines.
• — Occasional site support for facility management, safety inspections or operational needs.

Mobility

The Admin Specialist is primarily based at Crystal Plaza with standard working hours from 12:00 PM to 9:00 PM. However, the role requires flexibility to support operations at Imazium, when necessary. The employee is expected to travel between these locations as part of their duties, ensuring continuity of administrative, facility and compliance support.