全职 Office Administrative 工作, 薪水 up to MYR 3,000, WIT Ventures WP Kuala Lumpur 公司招聘中 - Ricebowl

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Office Management or a related field.
• Minimum 2–3 years of working experience in administration, human resources or a related role.
• Familiar with office administration, asset management, procurement, inventory control and document management.
• Basic knowledge of Malaysian employment regulations, statutory contributions (EPF, SOCSO, EIS), LHDN stamping and company compliance requirements.
• Proficient in Microsoft Office (Word, Excel, Outlook) and administrative record-keeping.
• Strong organizational, coordination and time management skills, with the ability to manage multiple tasks and deadlines.
• Good communication and interpersonal skills to liaise with employees, suppliers, contractors and external parties.
• Detail-oriented, responsible and able to handle confidential company and employee information.
• Able to work independently with minimal supervision and demonstrate good problem-solving skills.

The Office Administrative is responsible for the general administration of the Company’s offices, with primary accountability for company property and assets, uniforms and staff issuance, procurement, licensing and renewals, statutory document stamping, office facilities and other administrative duties assigned to the position.

The role also provides support to the Human Resources function in recruitment administration, employee records, attendance and leave management, and the preparation of employment documentation.

• Maintain the master asset register, including asset description, serial number, cost, warranty, location and custodian.
• Tag assets upon arrival and update the register within 3 working days of any movement.
• Issue Company property only against a signed Property Issuance and Custody Form.
• Recover company property during employee clearance and report any unreturned or damaged items to HR for further action.
• Conduct physical asset counts twice a year and reconcile them against the asset register.
• Arrange repairs, servicing, warranty claims and approved asset disposals.
• Maintain appropriate insurance coverage for company assets and update the insured asset schedule at each renewal.

• Maintain uniform inventory by item, size and quantity, and reorder before stock levels become low.
• Obtain employee sizing information during onboarding and ensure the full uniform set is issued before the employee's first day.
• Maintain accurate uniform issuance records for each employee.
• Source suppliers, arrange fittings, place orders and verify deliveries against purchase orders.
• Process uniform replacements, chargebacks for loss or damage, and recovery during employee clearance.
• Manage stationery, pantry supplies, cleaning materials and outlet consumables, including monthly stock counts.

• Maintain a master renewal calendar covering all licenses, permits, certificates, insurance policies, tenancies and service contracts.
• Initiate renewal processes at least 60 days before expiry.
• Submit applications, arrange payment of required fees and follow up until renewed documents are issued.
• Manage company insurance renewals and obtain comparative quotations where required.
• Track tenancy and service contract expiry dates, rent reviews and notice deadlines.
• Safely maintain original documents in the central filing system and display licenses as required by law.
• Handle foreign worker permits, visas and passes where applicable.

• Arrange stamping of employment contracts and other chargeable instruments through LHDN STAMPS within the required timeframe.
• Ensure each fixed-term contract renewal is properly treated and processed as a separate instrument where applicable.
• Maintain the document stamping register and file each stamp certificate together with the signed original.
• Arrange stamping for tenancy and commercial agreements and refer matters requiring adjudication to the Company Secretary.
• Reconcile executed documents against the stamping register on a quarterly basis.
• Support the safekeeping of the common seal, statutory registers and board resolutions, as well as SSM lodgments through the Company Secretary.

• Source and compare suppliers and obtain 3 quotations for purchases exceeding the Company’s approved threshold.
• Raise purchase orders within the relevant approval limits and ensure approval is obtained before placing orders.
• Verify invoices against purchase orders and delivery documents before submitting them to Finance.
• Maintain the approved supplier list and conduct annual reviews of supplier pricing and performance.
• Monitor administrative spending against the approved budget and prepare monthly spending reports by category.

• Ensure office premises remain clean, functional and secure, including housekeeping, air-conditioning, lighting, plumbing, electrical systems, pest control and waste management.
• Handle maintenance requests, appoint approved contractors and maintain accurate maintenance records.
• Liaise with building management, landlords, joint management bodies and utility providers as required.
• Manage keys, access cards, CCTV records and visitor registration.
• Maintain first aid boxes, fire safety equipment and exit signage, and coordinate relevant safety drills.
• Report workplace accidents to the relevant authorities, including PERKESO, where required.
• Administer company vehicles, including road tax, insurance, servicing and mileage records.

• Maintain a centralized physical and digital filing system with proper version control.
• Draft letters, memoranda, notices and meeting minutes in accordance with the Company’s standard format.
• Handle incoming and outgoing mail and courier services and ensure correspondence is routed promptly.
• Coordinate meeting rooms and meeting materials, take minutes and follow up on outstanding action items.
• Arrange travel, accommodation and event logistics, and reconcile related claims against supporting receipts.
• Act as the first point of contact for visitors and general enquiries.

• Post job advertisements, screen applications and coordinate interview arrangements.
• Prepare employment letters using approved templates and coordinate them for signature.
• Complete onboarding arrangements before an employee’s first day and coordinate the clearance process upon exit.
• Maintain personnel files and employee databases in accordance with the Personal Data Protection Act 2010.
• Submit monthly attendance, leave and overtime records to the HR Manager by the payroll cut-off.
• Maintain leave balances and duty rosters, and highlight attendance or absence issues when necessary.
• Assist with EPF, SOCSO, EIS and LHDN registrations and submissions.
• Respond to routine employee enquiries and escalate grievance, disciplinary and salary-related matters to the HR Manager.
• Organize staff welfare and employee engagement activities.

• Prepare monthly administration reports covering assets, stock, renewals, document stamping and administrative spending.
• Recommend improvements to administrative procedures, forms and record-keeping systems.
• Prepare and provide records for statutory, internal and client audits, and follow up on corrective actions.
• Maintain strict confidentiality of Company information, records, pricing and employee data.
• Perform other duties reasonably assigned by Management that are consistent with the position.

• Annual Leave
• EPF
• EIS
• SOCSO
• Company Trip
• Medical and Hospitalisation Leave
• Annual Bonus
• Performance Bonus