Office Administration-Jobs in Malaysia

We are seeking a highly organised and efficient Personal Assistant & Office Administrator to join our team at Health Management International (Malaysia) Sdn Bhd in our Mid Valley City Kuala Lumpur office. This full-time role will provide critical administrative and secretarial support to our leadership team, ensuring the smooth running of our office operations.

What you'll be doing

Provide CEO secretarial and administrative support which include managing schedules, organizing meetings and travel arrangements, handling emails and correspondence, and preparing reports / presentations.

Manage and oversee the administration office and to provide administration support and general office support work to Management and staff.

Facilitate staff’s Group Hospital & Surgical (GHS) benefit administration, BoardRoom administration and expense claims reimbursement.

Roles

Secretarial / Administration

1.1 To provide secretarial and administration services to CEO

To provide secretarial and administrative supports to CEO, managing schedules, prepare meeting minutes, documents / records management, arrange /book flights, transport and accommodation.

1.2 To manage / oversee the office administration

To ensure the smooth running of the administration office.

To ensure cleanliness of the entire office, pantry, administration & office lounge.

To organize meeting, book meeting room and send out meeting invitations.

To work in liaison with the Floor Manager (MHC) to coordinate the administration works for HMI (M) office which include monitoring the use and ordering / replenishment of stationeries, maintenance / upkeep of photocopier, office asset / equipment, etc.

To facilitate and organize dispatch / courier requests.

1.3 To administer training requests

To handle training requests, facilitate training administration and monitor / claim HRDC funds.

2.1 To obtain & maintain Hotels Corporate Rates for KL

Enquire and maintain corporate rates for company use.

To obtain credit facilities.

Establish corporate account with hotels and etc.

2.2 To administer staff benefits

Benchmark / explore new staff benefits & maintain current staff benefits.

Transport Arrangements

3.1 Centralize Flight Arrangements

To obtain corporate discounts for volume booking with travel agents (by flights) and also credit terms at the same time.

3.2 Credit Facilities for Taxi Services

Centralize reservation of taxi services for the company.

Arrange for credit facilities for the taxi services chartered for staff / doctors attending courses / events, going airport & etc.

Extend taxi services to guests subject to CEO approval.

Group Hospitalization & Surgical (GHS) Administration

To brief staff on GHS benefits entitlements

To assist staff to seek Pre-Authorization from MHC for their admission / treatment

To issue Admission Letter to staff based on MHC assessment

To forward to MHC the interim bills from hospitals

To notify staff on the amount claimable

BoardRoom administration

To review staff’s claim form to check on appropriateness

To notify/advise staff on claims entitlement

5.2 To facilitate leave application / management

To advise/assist staff on leave application / management, as and when required

To liaise with BoardRoom/ Finance to facilitate payments

On-Boarding support for new joiners

6.1 To facilitate On- Boarding program for new joiners

To conduct On-Boarding program for new joiner

Administrative support for HR/Organization Development functions

7.1 To provide administrative support for HR/OD functions

To support the drafting/development of Org Charts, JDs, Job Advert/IOC placement, etc.

What we’re looking for

1. Degree / Diploma in Business Administration / Management and above

2. Good written and spoken English and Bahasa Malaysia.

3. Computer literate especially in Microsoft Words, Excel and Power Point.

4. Self‑motivated, proactive and able to work with minimum supervision.

5. Have strong interpersonal skills and good communication skills.

What we offer

At Health Management International (Malaysia) Sdn Bhd, we are committed to providing our employees with a supportive and rewarding work environment. In addition to a competitive salary, we offer a range of benefits, including:

• Comprehensive health and wellness programme
• Opportunities for professional development and career advancement
• Flexible work arrangements to support work‑life balance
• Employee discounts on our services
• A dynamic and collaborative team environment

If you are a highly organised and motivated individual who is passionate about providing exceptional administrative support, we encourage you to apply for this role. Click apply now to submit your application.