Administration & Office Executive

Job brief

Our client is a leading digital infrastructure group delivering integrated turnkey data center construction, system integration and operation solutions, with robust R＆D portfolio and cross-regional project track records across Asia. It collaborates widely with global Fortune 500 technology and energy players and is scaling up its local Malaysian project footprint.

To streamline cross-border office operations, government compliance and internal HQ-local communication, we recruit an Administration ＆ Office Executive to own end-to-end daily office management, official permit applications, vendor coordination and auxiliary HR support for the Malaysia branch.

Responsibilities

• Manage full-spectrum daily office administration, facility logistics, visitor reception and workplace operational support.
• Coordinate communication with local government authorities, banks, suppliers and third-party service vendors for all corporate administrative matters.
• Assist with company registration updates, expatriate visa, work pass application, renewal and all related official procedural paperwork.
• Control office procurement, fixed asset inventory tracking, stationery stock management and cost optimization of office overheads.
• Organize business receptions, internal meetings, corporate events and full logistics arrangement for project and executive visits.
• Support core HR workflows: employee onboarding ＆ offboarding formalities, staff personal file filing and personnel document maintenance.
• Act as key communication bridge between headquarters and local Malaysian team for daily operational alignment and document circulation.
• Complete all other ad-hoc administrative, coordination and support tasks delegated by senior management.

Requirements

• Bachelor’s Degree in any field
• Relevant working experience in corporate administration, office management or auxiliary human resource functions.
• Prior exposure to Malaysian government bureau procedures, visa/work permit processing and corporate compliance paperwork is highly preferred.
• Outstanding cross-party coordination skills, strong execution ability and structured multi-task management capability.
• Bilingual proficiency in English and Mandarin for seamless communication with headquarters and local stakeholders.
• Highly organized, service-oriented, detail-focused and capable of handling confidential corporate documents properly.
• Proficient in full Microsoft Office suite for official documentation, filing and meeting material preparation.