Office Administration jobs in Malaysia

Key Feature of The Role:

Manage day to day HR operations and managing day‑to‑day office administration, with a strong focus on employee engagement activities. This role ensures smooth office operations, effective HR coordination, and a positive employee experience across the organisation.

• Manage day‑to‑day office operations including facilities, workspace arrangements, office supplies, and pantry management.
• Provide support to office operations through a variety of administrative and clerical tasks, including document preparation and handling correspondence (incoming and outgoing).
• Oversee inventory and procurement of office and pantry supplies, ensuring timely restocking and cost‑effectiveness.
• Manage vendors and service providers including monthly utilities, cleaners, security, maintenance, and office suppliers.
• Manage and process invoices, including data entry, tracking payments, and liaising with finance and vendors to resolve billing discrepancies.
• Handling incoming phone calls, emails, and correspondence in a professional and timely manner.
• Liaise with suppliers, vendors, and building management to resolve office‑related matters efficiently.
• To manage Company' vehicle's summons, petrol usage, mileage record, road tax, insurance renewal and maintenance request as per request.
• Ensure proper documentation, filing, and record‑keeping for office administration activities.
• Ensure timely renewals of all necessary insurance, agreements and contracts to keep the company compliant.
• Assist in managing and monitoring departmental budgets, ensuring all expenses are accurately recorded and within allocated limits.
• Ensure the workplace is safe, secure, and well‑maintained in coordination with the OSHA requirement.

• Take lead, organize, plan, and coordinate employee engagement initiatives, wellness programmes, and internal events within the approved budget.
• Monitor the outcome, propose the improvement plans & prepare relevant report.
• Support employee communication initiatives related to engagement activities and HR programmes.
• Promote a positive and inclusive workplace culture through engagement initiatives.

• Support the HRA department in other ad‑hoc administrative duties as required, such as assisting with HR‑related tasks (attendance, leave requests) and facilitating communication with candidates.
• Assist in leave administration, and HR‑related documentation.
• Ensure adherence to HR policies, SOPs, and relevant labour regulations.

• To undertake any other duties as directed by the Immediate Supervisor and Management as and when required.

Academic background: Hold a Bachelor's Degree in Business Administration, Management, or a related field.

Related Work Experience: Minimum 2–3 years of experience in Human Resources support and/or Office Administration. Prior exposure to employee engagement activities and office operations with a strong ability to manage multiple tasks and priorities will be an added advantage.

• Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
• Processing purchase orders and payment requests
• Office supply inventory and procurement

• Familiar with company SOPs and compliance procedures
• Multi‑tasking and time management
• Ability to work under pressure or short notice
• Strong organizational and coordination skills with attention to detail.
• Well organized with strong attention to detail.

Language Skills: Proficiency in both written and spoken English and Bahasa Melayu.