Office Admin

We are seeking a highly organized and proactive individual to manage daily office operations while also serving as the Personal Assistant to Director. The ideal candidate will have basic financial knowledge to support light accounting tasks, and the ability to assist with marketing events, business development (BD) activities, and project-related travel arrangements.

Key Responsibilities:

Office Administration (60%)

Oversee daily office operations, including supplies, equipment maintenance, and vendor management.

Maintain filing systems (physical and digital), contracts, and office policies.

Handle incoming/outgoing correspondence, courier services, and meeting room scheduling.

Liaise with building management, IT support, and external service providers.

Finance Support (20%)

Assist with basic bookkeeping: invoice processing, expense tracking, and reimbursement submissions.

Prepare petty cash reports and coordinate with the finance team on budget tracking.

Support purchase order processing and vendor payment follow-ups.

Personal Assistance to Director (40% – integrated across tasks)

Manage Director's calendar, appointments, and meeting schedules.

Prepare meeting materials, minutes, and follow up on action items.

Arrange project-related travel (flights, accommodation, visas, transport) for Director and project teams.

Screen calls/emails and draft responses on behalf of the Director.

Marketing & BD Support (20%)

Coordinate logistics for marketing events, roadshows, and client meetings.

Assist in preparing BD proposals, presentations, and client databases.

Support project teams with travel logistics for site visits or client meetings.

Requirements:

Education: Diploma or Bachelor's degree in Business Administration, Finance, Management, or related field.

Experience: 3–5 years in office administration, PA/EA role, or operations. Experience supporting a senior executive is a plus.

Finance Background: Basic knowledge of accounts payable/receivable, expense claims, and budgeting. Familiarity with SQL, QuickBooks, or similar is advantageous.

Skills:

Proficient in Microsoft Office (Excel, PowerPoint, Word, Outlook).

Strong organizational and time-management skills.

Excellent written and verbal English; Mandarin is preferred.

Ability to handle confidential information with discretion.

Attributes: Proactive, detail-oriented, able to multi-task in a fast-paced environment.

Working Conditions:

Standard office hours with occasional flexibility for events or urgent travel arrangements.

Location: Central Kuala Lumpur (near public transport preferred).