Administrative Assistant M/W

Welcome to CNS !

CNS is an independent consulting company specialized in complex IT Infrastructures for over 20 years. Our fields of expertise include Network, DevOps Automation, Cloud, Security, Unified Communications and Observability. Recognized leaders in IT infrastructure automation and orchestration, our experts support large and mid-size companies in evolving and securing their infrastructures through consulting and expertise. CNS’s technological expertise and strong ecosystem culture enable it to make infrastructures more agile, resilient and value-generating.

Headquartered in France, CNS is celebrating 10 years of operations in Malaysia in 2025, providing technical expertise to local, regional, and global MNCs on their critical IT infrastructure transformation initiatives. To sustain our growth and ambitions in Asia, we are looking for an Administrative Assistant to join our Kuala Lumpur office.

Key responsabilities

Reporting to the Administrative Cell Manager based in France, and working on a day-to-day basis under the leadership of the Country Manager in Kuala Lumpur, you will serve as the key operational relay for all administrative matters within the Kuala Lumpur entity, ensuring alignment with CNS group practices and standards. You will be part of a team of approximately 15 people locally and play a cross-functional role supporting various internal departments.

This role requires autonomy, proactivity, and a strong service mindset.

You will operate across three main areas:

Administrative Operations

• Manage employee expense claims in line with company policies and ensure timely, accurate processing in coordination with the Administrative Cell Manager

• Coordinate logistics-related purchases (transport, travel, onboarding needs) in collaboration with HR / Talent teams

• Monitor and manage office supplies and general services procurement

• Oversee onboarding equipment (tracking, labelling, and administrative records)

• Manage shared administrative mailboxes and internal communication channels

• Handle front desk duties (phone calls, visitors, reception support when required)

• Manage incoming and outgoing mail, parcels, and courier services

• Maintain and update internal databases (social, economic, or HR-related where applicable)

• Administer user access rights to internal tools (e.g., ERP systems)

• Ensure the accuracy and consistency of data entered into our ERP, flagging any discrepancies to the Administrative Cell Manager

Financial & Accounting Support

• Support the processing and follow-up of local supplier invoices in coordination with the Administrative Cell Manager

• Ensure that no supplier invoice is paid late; flag any risk of delay proactively

• Coordinate with the external accounting provider (currently RSM Malaysia) on routine financial and compliance matters

• Assist in the preparation of basic financial reports (expense tracking, pending invoices, local budget monitoring)

Documentation & HR Administrative Support

• Draft HR-related documents in compliance with local Malaysian labor regulations and company standards

• Support employee onboarding and offboarding documentation processes

• Manage employee benefits administration (health insurance, allowances, corporate cards, etc.) in line with local practices

• Ensure proper archiving and compliance of administrative and HR documentation

• Maintain and keep up to date the KL entity reference document, covering at minimum: expense claim rules, public holiday policies, benefits, and local administrative procedures

Profile and qualifications

• Minimum 4 years of experience in administration, office management, accounting, or similar field

• Diploma or Bachelor’s Degree (or equivalent) in Administration, Business, Accounting, or Management

• Strong team player with a proactive and solution-oriented mindset

• Excellent organizational skills and attention to detail

• Strong written and verbal communication skills in English (French is a strong plus)

• Comfortable working with numbers and administrative data

• Proficient in Microsoft Office tools (Excel, Word)

• Ability to handle multiple tasks in a fast-paced environment

• Strong interpersonal and service-oriented approach

Key Assets (Highly Valued)

• Experience working in an international environment

• Familiarity with Malaysian administrative and HR practices

• Dual French–Malaysian culture or background, enabling smooth interaction between local teams and French stakeholders

Why join us ?

• Be part of a dynamic and collaborative international environment

• Work closely with both local and global teams

• Contribute to structuring and improving administrative processes

• Engage in a positive company culture that values teamwork, transparency, and team-building initiatives

• Opportunity to gain exposure to the IT and engineering industry

Salary, Status & Benefits

• Employee status: Full-time (Permanent contract)

• 20 days of Annual Leave per year

• Working hours: Monday to Friday, 9:00 AM – 6:00 PM (including a 1-hour lunch break)

• Salary range: approximately MYR 2,900 – 4,000 per month, depending on experience and qualifications

• Comprehensive medical coverage (medical leave up to 22 days per calendar year and hospitalization insurance)

• Monthly allowance for phone, transportation and meal

This position is open to candidates with disabilities, and we are committed to fostering an inclusive and accessible workplace.