全职 Personal Assistant 工作, 薪水, Geopancar WP Kuala Lumpur 公司招聘中 - Ricebowl

We are seeking a highly organized, proactive, and resourceful Personal Assistant to join our team. This position plays a crucial role in supporting the Director’s day-to-day personal and business activities.

The successful candidate must be adaptable, dependable, and capable of managing a wide range of administrative, recruitment, procurement, supplier coordination, research, and project-related responsibilities.

• Manage and maintain the Director’s schedule, including meetings, appointments, reminders, and travel arrangements.

• Organize meetings and prepare the necessary documents, agendas, presentations, and follow-up notes.

• Handle phone calls, emails, correspondence, and other communications with customers, vendors, employees, suppliers, and external stakeholders.

• Act as a liaison between the Director and internal or external parties, ensuring clear, timely, and professional communication.

• Prepare, organize, maintain, and file documents, including spreadsheets, presentations, reports, quotations, and confidential records.

• Draft letters, emails, notices, and other correspondence on behalf of the Director for customers, vendors, suppliers, employees, and other parties.

• Assist with reports, presentations, data entry, record management, and other administrative duties.

• Handle sensitive and confidential information with a high level of discretion and professionalism.

• Assist with recruitment activities, including preparing job advertisements and posting vacancies.

• Review applications and pre-screen potential candidates before referring suitable applicants to the Director.

• Contact candidates, arrange interviews, confirm attendance, and coordinate interview schedules.

• Conduct preliminary telephone or video interviews where required.

• Maintain accurate recruitment records and follow up with shortlisted candidates.

• Assist with communication between management, recruitment agencies, and prospective employees.

• Pre-screen potential vendors, suppliers, business partners, and clients before arranging discussions with the Director.

• Communicate and negotiate with local and international suppliers regarding products, materials, pricing, availability, specifications, and delivery schedules.

• Source new suppliers and compare quotations, product specifications, payment terms, warranties, and lead times.

• Assist with the procurement of materials, equipment, products, and services.

• Prepare and issue requests for quotation and maintain proper quotation comparison records.

• Follow up on purchase orders, shipments, deliveries, customs documentation, and outstanding supplier matters.

• Coordinate with international suppliers across different time zones and ensure that communications and documentation are properly managed.

• Assist in resolving issues involving defective products, delayed deliveries, incorrect orders, or supplier disputes.

• Maintain supplier databases, product catalogues, pricing records, and purchasing documentation.

• Conduct market research on materials, products, suppliers, competitors, pricing, industry trends, and potential business opportunities.

• Research and evaluate new materials, products, technologies, and solutions that may benefit the company.

• Assist with research and development initiatives involving new products, construction materials, equipment, processes, or business ideas.

• Obtain product samples, technical data sheets, certifications, test reports, and other supporting documentation from suppliers.

• Coordinate product testing, sample evaluation, and feedback between suppliers, management, consultants, and internal teams.

• Prepare research summaries, product comparisons, supplier assessments, and recommendations for the Director.

• Monitor market pricing and identify opportunities for cost savings, improved product quality, or alternative suppliers.

• Assist in identifying products or materials suitable for import, distribution, construction, or future business development.

• Arrange complete travel itineraries, including flights, accommodation, transportation, appointments, and supporting travel documents.

• Ensure the Director’s travel preferences are followed and manage any travel-related changes or problems.

• Provide driving services for business and personal trips when required.

• Maintain the assigned vehicle in good condition and ensure that insurance, road tax, servicing, and other vehicle-related documents are kept up to date.

• Run personal errands as requested, including shopping, collecting documents, picking up items, and assisting with household-related tasks.

• Provide support with children when necessary. The candidate must be comfortable, patient, and responsible around children.

• Undertake and manage specific projects assigned by the Director, ensuring that objectives and deadlines are met.

• Monitor project progress and follow up with employees, suppliers, contractors, or other responsible parties.

• Handle and validate workers’ time cards and assist with attendance or workforce records.

• Assist with business and personal tasks as required.

• Handle ad hoc assignments and unforeseen challenges with flexibility, initiative, and strong problem-solving skills.

• Perform data entry when required, including updating spreadsheets, vendor bills, expenses, databases, supplier records, recruitment records, purchasing information, worker time cards, and other company documents accurately and promptly.

• Proven experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Procurement Assistant, or in a similar role.

• Excellent organizational, coordination, and time-management skills.

• Strong verbal and written communication skills.

• Confidence in speaking with candidates, employees, customers, local suppliers, and international suppliers.

• Ability to conduct research, compare information, and prepare clear summaries and recommendations.

• Basic understanding of purchasing, procurement, quotations, and supplier coordination.

• Ability to manage multiple tasks, work under pressure, and meet tight deadlines.

• High level of initiative, resourcefulness, discretion, and professionalism.

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and other office-management tools.

• Comfortable using online research tools, communication platforms, and digital filing systems.

• Must possess a valid driver’s licence and a clean driving record.

• Willingness to drive and travel when required.

• Flexibility to accommodate changing schedules, urgent requests, and a wide variety of responsibilities.

• Must be comfortable working with children.

• Fluency in English is required

• Bachelor’s degree or equivalent professional experience is preferred.

• Experience in recruitment, procurement, purchasing, market research, customer service, or supplier management would be an advantage.

• Experience communicating with overseas suppliers, manufacturers, freight forwarders, or logistics providers would be an added advantage.

• Experience in the construction, engineering, manufacturing, property, trading, or materials industry would be beneficial but is not essential.