Administrative Assistant

The Salvation Army in Malaysia is in the business of changing lives. Since 1938, we have been serving the underprivileged community in Malaysia without discrimination.

Today, The Salvation Army in Malaysia has a comprehensive network of social services to meet a wide range of needs in our community. We provide residential homes for children and the elderly, hostels, family support services, daycares, tuition centres, a refugee help centre and emergency relief services in times of crisis.

Website: https://www.salvationarmy.org/malaysia

ACCOUNTABILITY

Report to: Home Manager

DUTY HOURS

The total hours is 45 hours per week.

8.00am to 5.00pm -Monday to Friday (1 hour lunch break)

8.00am to 1.00pm -Saturday

The Salvation Army Malaysia is seeking a proactive and detail-oriented Administrative Assistant to support the smooth operation of our Centre. This role offers the opportunity to contribute to both administrative excellence and meaningful community work

MAIN PURPOSE / OBJECTIVES:

The job incumbent is responsible for providing comprehensive administrative support to the Centre by assisting in finance, human resources, facilities and property management, and general administrative functions. The role supports the Centre Head and relevant Regional Headquarters (RHQ) departments by ensuring accurate documentation, timely processing of financial and HR transactions, effective coordination of administrative processes, and compliance with organisational policies, statutory requirements, and reporting standards. Through effective coordination, record-keeping, and communication, the Administration Assistant contributes to the smooth daily operations of the Centre, supports good governance and accountability, and enables the Centre to deliver its programmes and services efficiently in accordance with The Salvation Army's mission, policies, and guidelines.

What You'll Be Doing

FINANCIAL ADMINISTRATION & SUPPORT

• Process and key into the system all quotations, invoices, and payments to vendors.
• Process and record utility bills, staff reimbursements, petty cash transactions, and receipts accurately.
• Ensure petty cash imprest balances are properly maintained and reconciled at all times.
• Process monthly invoices accurately and in a timely manner in accordance with reporting deadlines.
• Assist in preparing financial reports including Income & Expenditure (I&E), Aging Reports, and bank reconciliations/statements.
• Ensure proper filing and documentation for internal audit, external audit, and statutory compliance requirements (e.g. LHDN, JKM).
• Liaise with the Finance Department on accounts-related matters and follow up on outstanding issues.
• Ensure all financial processes are carried out in accordance with organisational policies, procedures, and approval limits.
• Comply with e-invoicing requirements and adhere to monthly finance reporting timelines.
• Prepare and submit TSAMM proposals and assist in procurement processes in compliance with organisational guidelines.

HUMAN RESOURCES ADMINISTRATION & SUPPORT

• Assist with end-to-end recruitment processes including candidate screening, interview coordination, and onboarding arrangements.
• Maintain accurate and up-to-date job descriptions, HR files, and staff records.
• Track staff attendance, leave records, and payroll-related data to ensure timely and accurate submission.
• Process staff medical claims and maintain training, appraisal, and performance records.
• Assist in staff transfers, promotions, terminations, and disciplinary matters in coordination with the Centre Head and Regional HR Department.
• Communicate HR-related updates, policies, and procedures to staff as required.

FACILITIES & PROPERTY MANAGEMENT

• Support the Centre Head and RHQ Property Department on property-related matters including maintenance works and service contracts.
• Liaise with contractors, suppliers, and relevant government agencies to ensure facilities are maintained in good and safe condition.
• Manage tenancy agreements and monitor compliance with renewal terms and statutory requirements.
• Maintain accurate and up-to-date records of property-related documentation and transactions.

GENERAL ADMINISTRATION

• Serve as the first point of contact for telephone calls, walk-in visitors, and donors, providing professional and courteous service.
• Draft, manage, and distribute routine correspondence, internal memos, and administrative communications.
• Maintain updated records of volunteers and donors and coordinate related appointments and follow-ups.
• Assist in donor care administration, including handling donor enquiries, correspondence, and follow-ups in a timely and professional manner.
• Assist in the issuing of donation receipts in accordance with approved formats, internal control procedures, and applicable regulatory requirements.
• Ensure all donor-related administrative processes are properly documented and carried out in compliance with organisational policies, statutory requirements, and approved guidelines.
• Prepare meeting agendas, record accurate minutes, and assist in the submission of monthly and periodic reports.
• Maintain a secure, systematic, and efficient filing system, ensuring confidentiality and ease of retrieval.
• Maintain confidentiality and security of all financial, human resources, and organisational information.
• Assist with the coordination and monitoring of vehicle-related matters, including periodical servicing, repairs and maintenance, and road tax renewal.
• Assist with the coordination and monitoring of Centre licences, permits, and statutory renewals, ensuring timely compliance with relevant authorities.
• Provide administrative support for fundraising events, outreach activities, and community programmes as required.
• Provide administrative continuity and support in the absence of the Centre Head.
• Assist with special projects or assignments as directed by management from time to time.

QUALIFICATIONS

• Minimum Diploma in Business Administration, HR, or any other field
• 1-2 years of relevant admin experience (fresh grads are also encouraged to apply)
• Good communication skills in English and Bahasa Malaysia
• Proficient in Microsoft Office (Excel, Word, PowerPoint)
• Organized, reliable, and able to handle sensitive information with integrity.