Temporary Administrator cum Secretarial Assistant

Ranhill Capital; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A corporate firm in Malaysia is looking for a Temporary Administrator cum Secretarial Assistant. The role involves assisting with secretarial duties, managing statutory records, and supporting the technical team with preparations. Candidates should hold a Degree or Diploma in Business Studies or Office Management and have 2-5 years of relevant experience. Strong communication, interpersonal skills, and the ability to work independently in a fast-paced environment are essential for this position.

Qualifications

• At least 2-5 years experience in office management or related fields.
• Experience in corporate secretarial, legal, or accounting firms is advantageous.

Responsibilities

• Assist secretarial technical team with paperwork and submissions.
• Ensure timely maintenance of statutory records.
• Administer and manage day-to-day operations of the Group Corporate Secretarial department.
• Develop and maintain a systematic filing system.

Skills

Communication skills

Interpersonal skills

Meticulousness

Independence in fast-paced environment

Education

Degree / Diploma in Business Studies or Office Management

Job description

Temporary Administrator cum Secretarial Assistant

Responsibilities

Assist and coordinate with the secretarial technical team with preparation of the necessary paperwork required for the submission of prescribed documentations within stipulated timeline to comply with legal and statutory requirements.

Ensure that the statutory records are properly maintained and updated on timely basis.

Coordinate and compile required certified true copies of statutory documents required by internal or external parties on a timely manner.

Performs administrative duties to support the technical secretarial team relating to the convening of Board and statutory meetings including the booking and preparation of meeting venue, IT team and all related logistics thereof.

Monitors and ensures safekeeping of all the master files of Board and statutory meeting papers are completed and entered into the department’s master file system and EDMS system after each meeting, on a timely manner.

Develop, implement and maintain a structured and systematic filing system, cross reference system, database management, etc to ensure timely and accurate retrieval of various statutory files and records for the department.

Coordinate and manage the day-to-day operations of the Group Corporate Secretarial department.

Administer, monitor and update all incoming and out going correspondences of the department.

Maintain inventory of department’s assets and office stationeries supplies for usage of staff & department.

Manage the petty cash for department’s use and to operate within department’s budget.

Assist in any other secretarial functions which are required to enhance and/or support the existing department’s work operating processes or such internal guidelines as may be adopted from time to time to ensure productivity and smooth operation of the secretariat.

Qualifications

• Degree / Diploma in Business Studies or Office Management
• At least 2-5 years experience in office management, working background from corporate secretarial firm /dept., Legal Firm or Accounting Firm will be advantageous.
• Possess good communication skill and strong inter-personal skills.
• Meticulous and able to work independently in fast-paced working environment.