Vertex Services Hiring! Full Time Administrative Assistant in Johor - Ricebowl

POSITION OVERVIEW

The Admin Assistant will play a key supporting role in the day-to-day operations of the company. This individual will work closely with the management team to ensure smooth administrative workflows, accurate documentation, and timely follow-through on operational and accounting matters.

KEY RESPONSIBILITIES

Research & Information Management

•    Research local government policies, regulatory requirements, and compliance matters relevant to business operations in Malaysia.

•    Gather and compile company information, industry data, and vendor or contractor background as required by management.

•    Maintain organised digital and physical filing systems for easy retrieval of documents and records.

Presentations & Reporting

•    Prepare and design professional PowerPoint presentations for internal meetings, client briefings, and management reviews.

•    Summarise meeting notes, minutes, and discussion outcomes into clear, concise reports for management circulation.

•    Compile progress updates and status reports from various departments or projects into consolidated documents.

Coordination & Liaison

•    Act as the point of contact for contractors, government agencies, vendors, and service providers.

•    Follow up on project timelines, permit applications, inspections, and other key milestones to ensure timely progress.

•    Schedule and coordinate meetings, site visits, and appointments on behalf of management.

Basic Accounting & Compliance

•    Assist in basic bookkeeping tasks, such as recording invoices, expense claims, and payment records.

•    Monitor and follow up on statutory filing deadlines (e.g., SST, EPF, SOCSO, income tax) in coordination with the company's accountant or auditor.

•    Liaise with the external accounting firm or relevant authorities as instructed by management.

Ad Hoc & General Administration

•    Handle any ad hoc tasks and requests assigned by management promptly and professionally.

•    Assist in the onboarding of new staff, including preparing documentation and coordinating logistics.

CANDIDATE REQUIREMENTS

Education & Qualifications

•    Minimum Diploma or Degree in Business Administration, Accountancy, Office Management, or a related field.

•    Fresh graduates are welcome to apply; At least 1–2 years of relevant working experience is preferred.

Experience

•    Prior experience in an administrative, executive assistant, or operations support role is an advantage.

•    Exposure to basic accounting or bookkeeping tasks (e.g., Xero, SQL Accounting, QuickBooks, or similar software) is preferred.

•    Experience liaising with government bodies or statutory authorities in Malaysia (e.g., SSM, LHDN, EPF, SOCSO) is a plus.

Skills & Competencies

•    Proficient in Microsoft Office Suite, particularly PowerPoint, Word, and Excel.

•    Strong written and verbal communication skills in English; proficiency in Bahasa Malaysia is required; Mandarin is an added advantage.

•    Good organisational and time management skills with the ability to multitask and prioritise work.

•    Detail-oriented, with a meticulous approach to documentation and data accuracy.

•    Self-motivated and proactive, with a willingness to learn and adapt in a growing company.

•    Able to work independently with minimal supervision as well as collaboratively within a team.

WHAT WE OFFER

•    Competitive monthly salary

•    Annual leave and medical benefits

•    EPF, SOCSO & EIS contributions

•    Performance-based increments

ABOUT THE COMPANY

Vertex Services is a specialised repair centre for data centre components, headquartered in Singapore. We serve enterprise clients across Southeast Asia, providing high-quality, cost-effective repair and refurbishment solutions for mission-critical infrastructure.

Our team is committed to operational excellence, technical expertise, and reliable service delivery. As we grow, we are looking for motivated individuals who are eager to contribute to a dynamic and fast-paced environment.