Administrative SpecialistSupervisor

• Responsible for overseeing employee dormitory and office environment management providing reception and lifestyle support for headquarters employees and facilitating crosscultural coordination. Requires strong multilingual abilities and a serviceoriented mindset.
  

• Support During Project Preparation Phase
  
• Assist the Site Manager or Project Manager in handling various administrative tasks during the companys establishment phase.
  
• Administrative Coordination
  
• Manage the procurement and distribution of office supplies optimize inventory management and ensure efficient resource allocation.
  
• Assist in the application renewal and maintenance of company licenses and certifications to ensure compliance.
  
• Support internal and external communication handle visitor requests promptly and maintain good relationships with stakeholders.
  
• Office Environment Management
  
• Oversee daily office operations to ensure cleanliness and proper functioning of office equipment (e.g. printers air conditioning).
  
• Develop office maintenance plans coordinate cleaning services and maintain office greenery to create a comfortable and productive work environment.
  
• Manage meeting room reservations and setup providing necessary administrative support for local and headquarters employees.
  
• Employee Reception & Lifestyle Support
  
• Handle reception for headquarters employees arriving in Malaysia including airport pickups accommodation arrangements and local orientation.
  
• Manage employee travel arrangements including flight bookings hotel accommodations dining and medical assistance to ensure smooth travel experiences.
  
• Organize employee engagement activities (e.g. holiday celebrations teambuilding events) to enhance cohesion and promote corporate culture.
  
• Employee Dormitory Management
  
• Oversee the daily maintenance and management of employee dormitories ensuring cleanliness proper facilities and regular safety inspections (e.g. fire safety utilities).
  
• Develop dormitory management policies coordinate movein processes for new employees and provide necessary guidance and support.
  
• Optimize dormitory resource allocation manage procurement of necessary equipment (e.g. energyefficient lighting furniture) control costs and improve the overall living experience.
  

Requirements

• Language Proficiency: Fluent in Mandarin English and Malay (both written and spoken) with strong crosscultural communication skills.
  
• Experience & Skills: At least 5 years of experience in administrative work with knowledge of dormitory management office environment maintenance and employee support processes.
  
• Strong organizational and coordination skills capable of handling multiple tasks independently and responding to emergencies.
  
• Proficient in office software (e.g. Microsoft Office) and familiar with digital administrative management tools.
  
• Professional Qualifications
  
• Diploma or higher education preferably in Administration Hospitality Management or a related field.
  
• Detailoriented responsible and able to solve problems independently.
  
• Serviceoriented with strong teamwork and employee engagement skills.
  
• Familiar with Malaysian local laws regulations and cultural practices.
  
  
• Additional Requirements
  
• Willing to support adhoc tasks (e.g. urgent travel coordination).
  
• Basic financial knowledge to assist with expense reimbursement processing.