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 RD 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

• Bachelors 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.