Careers
Administrative Assistant
Administrative Assistant
Location: Plaza Pantai, Kuala Lumpur (above Kerinchi LRT Station)
Working Hours: 9 a.m. - 6 p.m.
About the Role
Galaxy Tech Solutions (KL) Sdn Bhd is looking for a detail-oriented and proactive Administrative Assistant to support our dynamic consulting and training operations. You will play a pivotal role in ensuring seamless day-to-day office administration, facilitating effective communication, and managing critical processes such as course registration, training quotations, and employee claims. This role offers a great opportunity to grow in a supportive environment while contributing to impactful projects.
Key Responsibilities
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Office Coordination and Operations:
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Manage office supplies, inventory, and service coordination to ensure smooth daily operations.
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Act as a liaison with vendors and service providers for cost-effective office management.
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Training and Course Management:
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Handle participant registrations for training sessions and maintain accurate records.
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Prepare and issue training quotations to clients promptly and accurately.
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Coordinate training logistics, including schedules and materials, with internal teams.
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Documentation and Record-Keeping:
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Maintain and organize records of contracts, project files, and client-related documentation.
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Ensure secure storage and easy accessibility of files for team members.
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Scheduling and Meetings:
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Organize and schedule meetings, including preparing agendas and recording minutes.
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Support event coordination for training sessions, client engagements, and project deliverables.
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Employee Claims and Financial Support:
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Process and verify employee claims in compliance with company policies.
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Maintain accurate records of claims and coordinate with the finance team for timely reimbursement.
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Client and Team Communication:
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Serve as the first point of contact for client inquiries, ensuring they are directed appropriately.
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Keep internal teams updated on project progress, meetings, and deadlines.
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Data Management and Confidentiality:
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Perform data entry and updates in company systems while ensuring data accuracy and confidentiality.
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Monitor adherence to data privacy and confidentiality policies.
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Qualifications:
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Diploma or Degree in Administration, Secretarial Studies, Business Management, Office Management, or related fields.
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Proven experience in an administrative or office management role.
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Proficiency in English and Malay, with strong written and verbal communication skills in both languages.
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Excellent organizational, multitasking, and time management abilities.
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Proficiency in using standard office tools (e.g., word processors, spreadsheets, and presentation software).
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High attention to detail, discretion, and the ability to handle sensitive information responsibly.
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A proactive attitude with problem-solving skills and adaptability to new tasks and processes.
Preferred Skills
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Proficient in English and Malay with strong written and verbal communication skills.
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Excellent organizational and multitasking abilities, with attention to detail in record-keeping and documentation.
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Proficiency in Microsoft Office Suite and adaptability to new systems and tools.
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Familiarity with event coordination, including scheduling, logistics, and materials preparation.
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Experience in handling sensitive information with discretion and maintaining confidentiality.
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Strong interpersonal skills for effective collaboration with clients, teams, and vendors.
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A proactive problem-solver with the ability to improve administrative processes.
How to Apply
Submit your resume and cover letter to team@galaxytechsolutions.my by 20 January 2025. Please include a brief explanation of your interest and how your skills align with this role..
Expected Start Date: Second week of February 2025
