Administrative Assistant

Job Responsibility

Reception and Correspondence

• Answer and direct phone calls
• Take and distribute accurate messages
• Provide general support to visitors and clients
• Receive, sort and distribute incoming mail
• Prepare outgoing mail for distribution
• Produce and distribute correspondence memos, letters, faxes and forms
• Coordinate messenger and courier service
• Monitor incoming emails, and reply or forward as required
• Update and maintain databases such as mailing lists, external contact lists and client information
  
  

Organizing and Scheduling

• Coordinate and schedule appointments and meetings
• Assist with event planning and implementation
  
  

Documentation, Filing and Reporting for 3 Small-Sized Companies

• Process daily business transactions
• Fax, scan and copy documents
• Maintain office filing and storage systems
• Prepare reports and retrieve information when requested
• Perform work related errands as requested such as going to the post office or bank
• Plan budget for office supplies and maintenance
  
  

Human Resources Administration for 3 Small-Sized Companies

• Update and maintain internal staff contact lists
• Coordinate and maintain staff administrative records such as expense claims
• Organize travel arrangements for staff
  
  

Office Management

• Monitor and maintain office supplies
• Ensure office equipment is properly maintained and serviced
• Keep office area clean and tidy
• Plan and coordinate office relocation
  
  

Job Requirements

The Administrative Assistant provides administrative, secretarial and clerical support to others in the office to maintain an efficient office environment. Roles include supporting managers and employees through a variety of tasks related to organization and communication, and ensuring that all Administrative Assistant duties are completed accurately, delivered with high quality, and in a timely manner.

Major / Discipline

Business Administration, Communication, Marketing

Qualifications And Skills

• Diploma in any of the major/discipline mentioned above or a combination of related experience and education
• Excellent written and spoken English
• Fluent in Bahasa Malaysia or Mandarin
• Numeracy and literacy skills
• Basic knowledge of office management systems and procedures
• Basic accounting knowledge
• Good working skills in Microsoft Office Products
• Good internet skills including use of emails, group messaging, and data collection
• Excellent time management, organization, planning and reporting skills with the ability to multi-task, prioritize work, meet deadlines, and manage changing priorities
• Attention to detail with the aim of achieving complete accuracy
• Problem solving skills
• Reliable and able to work well under pressure with minimal supervision
• Able to adapt well
• Good teamwork skills
• Good interpersonal and customer care skills
  
  

Personal Attributes

• Honest and trustworthy
• Respect for every individual
• Cultural awareness and sensitivity
• Flexible, personable, responsible, self-motivated, and confident
  
  

Job Benefits

15 Days of Annual Leave

14 Days of Medical Leave

EPF

SOCSO

Medical Claim