Admin Assistant

Job Summary

We are looking for a responsible, organised and detail-oriented Administrative Assistant to support the company's daily administrative and office operations. The role involves handling documentation, data entry, filing, correspondence, office supplies and general administrative coordination to ensure smooth and efficient office operations.

The successful candidate should be organised, able to manage multiple tasks and capable of providing reliable administrative support to various departments when required.

Key Responsibilities

1. General Office Administration

Handle daily administrative tasks and provide general clerical support to ensure smooth office operations.

Manage incoming and outgoing correspondence, emails, letters and other official documents.

Assist in preparing, printing, photocopying, scanning and distributing documents.

Maintain proper filing systems for physical and electronic records.

Ensure administrative documents are properly organised, updated and easily accessible.

2. Data Entry & Documentation

Perform data entry, document updates and record maintenance accurately.

Prepare and update administrative reports, lists, forms and spreadsheets.

Check documents for completeness, accuracy and proper filing.

Maintain organised databases and administrative records.

Assist in preparing official letters, internal memos and other administrative documents.

3. Office Facilities & Supplies Management

Monitor office stationery, pantry supplies and other administrative necessities.

Assist in purchasing and replenishing office supplies when required.

Coordinate office maintenance, repairs and facility-related matters.

Ensure meeting rooms and common office areas are properly maintained and organised.

Liaise with suppliers and service providers regarding office-related requirements.

4. Administrative Coordination

Assist in coordinating meetings, appointments, internal activities and company events.

Prepare meeting arrangements, attendance lists and relevant documentation.

Distribute internal announcements, notices and correspondence to relevant employees.

Coordinate document collection, submission and follow-ups with different departments.

Provide administrative assistance to management and other departments when required.

5. Dispatch & Document Handling

Handle the collection, delivery and distribution of company documents and correspondence.

Arrange dispatch services, courier bookings and document deliveries.

Ensure documents are delivered to the correct recipients within the required timeframe.

Maintain records of incoming and outgoing documents, parcels and deliveries.

Perform occasional external errands related to office administration when required.

6. Other Administrative Support

Assist in monitoring administrative expenses and maintaining relevant supporting documents.

Support the implementation of administrative procedures and office management practices.

Maintain confidentiality when handling company documents and information.

Perform other administrative duties as assigned by management.

Job Requirements

Minimum SPM qualification; Diploma in Business Administration, Office Management or a related field is an advantage.

Preferably 1–2 years of experience in administrative or clerical support. Fresh graduates are encouraged to apply.

Basic computer skills, particularly Microsoft Word, Excel and email applications.

Good filing, documentation and data entry skills.

Good organisational and time management abilities.

Attention to detail and ability to complete tasks accurately.

Good communication and interpersonal skills.

Responsible, disciplined, proactive and willing to learn.

Able to work independently and support different departments when required.

Possess a valid driving licence and own transport would be an advantage, particularly for occasional dispatch duties.