Office jobs in Malaysia

JOB LOCATION

• Company : ZICO Trust (M) Berhad.
• Full time : On site – no work from home / hybrid

OVERVIEW We are seeking a professional and proactive Front Office & Administrative Executive to manage our front office and provide essential administrative support to visitors, clients, and staff. The ideal candidate will be presentable, organized, and capable of handling a range of administrative tasks, ensuring smooth operations across various departments. This role also involves taking on additional responsibilities as needed to support the company's day-to-day activities.

COMPANY OVERVIEW ZICO Trust (M) Berhad is a registered trust company under the Trust Companies Act 1949 of Malaysia and is regulated by the Companies Commission of Malaysia (CCM). We aspire to provide a diverse range of trust services to our clients during our period of business operation. We specialise in Private Trust, Fiduciary services and Estate Planning services. Acting as a trusted intermediary for businesses and individuals, our support revolves around the seamless facilitation of asset administration and astute management, all with the ultimate goal of ensuring the smooth transition of assets to their rightful and deserving beneficiaries.

We provide a range of services aimed at ensuring effective investment and proficient wealth management. Our unwavering commitment is to prioritise our clients' interests above all else, making their financial well‑being the focal point of every decision. To fulfill this commitment, our team consists of highly skilled and experienced legal and financial experts, ensuring our clients receive the highest level of expertise and guidance in their wealth management journey.

Our affiliation with ZICO enables us to strengthen our services. It also allows individuals and organisations to capitalise on opportunities across the ASEAN region through ZICO's multidisciplinary professional services, regional capabilities and local insights.

DUTIES & RESPONSIBILITIES

Front Office & Office Management

• Act as the first point of contact for visitors, clients, and callers, ensuring a professional and welcoming environment.
• Manage front desk operations, including handling incoming calls, emails, and assists visitors.
• Organize and monitor daily office operations to ensure efficiency and smooth workflow.
• Maintain a clean, organized, and professional front office and common areas at all times.
• Coordinate meeting room bookings, prepare meeting facilities, and support meeting logistics.
• Monitor office supplies and coordinate procurement to ensure uninterrupted office operations.

Administrative Support

• Provide general administrative support, including filing, data entry, document control, and record maintenance.
• Prepare, draft, and edit correspondence and internal documents.
• Handle confidential and sensitive information with discretion and in accordance with company policies.
• Support management and departments with scheduling, coordination, and follow‑up on administrative matters.

Human Resources Support

• Assist in recruitment activities by coordinating interviews, communicating with candidates, and supporting the onboarding process for new employees
• Support employee relations activities, including documentation of disciplinary actions and attendance records.

Meeting & Appoinment Coordination

• Schedule, coordinate, and manage meetings and appointments for management and departments, ensuring efficient use of time.
• Arrange meeting rooms and ensure availability of required equipment and materials.
• Coordinate with internal teams and external parties to confirm meeting details, venues, and attendance.
• Maintain and update meeting schedules and appointment records accurately.
• Handle changes, cancellations, and rescheduling of meetings in a timely and professional manner.

Office Organization & Inventory Supplies

• Maintain an organized, clean, and efficient office environment, including front office and common areas.
• Monitor, manage, and maintain inventory of office supplies, pantry items, and stationery.
• Prepare purchase requisitions, coordinate with vendors, and follow up on deliveries of office supplies.
• Conduct periodic stock checks and ensure proper storage of office supplies and equipment.

Ad Hoc and Management-Assigned Duties

• Be available for after‑hours work when necessary.
• Undertake any other responsibilities as required by management.
• Ensure timely execution of tasks and deliverables in line with company service standards.
• To perform such other duties, tasks, or responsibilities as may be assigned by the Company from time to time, consistent with the role and business needs of the Company.

Reporting & Documentation

• Prepare trust‑related reports, statements, and regulatory filings as required.
• Maintain accurate and up‑to‑date records in accordance with audit and regulatory standards.
• Support audit and internal reviews by providing necessary documentation and explanations.
• Collaborate effectively with clients, internal teams, and external professionals to ensure smooth coordination and successful outcomes.
• Keep up‑to‑date with internal processes, regulatory changes, and industry best practices to enhance accuracy, efficiency, and compliance in daily operations.
• Collaborate with various departments to optimize operational procedures and ensure effective teamwork across the organization.

Additional Responsibilities

• Perform other relevant tasks as assigned by senior management to support the efficient operation of the business.

JOB REQUIREMENTS

• 2-5 years of relevant experience (Front Office / Administrative / Others).
• Possess a Diploma / Degree in the relevant field.
• Fluent in Bahasa Malaysia and English.
• Proficient in Microsoft Office application and other relevant software.
• Excellent written and verbal communication skills, with the ability to offer valuable insights.
• Ability to work effectively in a fast‑paced environment with minimal supervision.
• Excellent interpersonal skills, with the ability to engage effectively with diverse audiences.
• Strong organizational skills and the ability to prioritize tasks under pressure.
• Experience in handling confidential information securely.
• Demonstrated leadership and management skills, with the ability to communicate clearly with diverse teams.
• Strong analytical and problem‑solving skills, with the ability to assess legal challenges and provide strategic solutions.
• Familiarity with industry practices and professional standards.