Job Description: Personal Assistant & Operations Coordinator

We are seeking a proactive and highly organized Personal Assistant to oversee daily office operations and provide critical administrative support at our Kluang office. This role focuses on maintaining a seamless office environment, managing financial documentation, and ensuring project milestones and recurring obligations are tracked with precision.

Key Responsibilities

1. Office Management & Facility Oversight

• Operations: Responsible for the daily opening and closing of the office; ensuring the premises are secure and ready for business.

• Environment & Supplies: Maintain office cleanliness and professional standards. Conduct regular stock takes of pantry and stationery supplies, managing reorders and vendor relationships.

• Tenancy Management: Assist in managing rental agreements and lease renewals, serving as the primary point of contact for landlords regarding maintenance.

2. Documentation & Financial Tracking

• Administrative Writing: Assist in preparing official letters, internal memos, and various corporate documentations with a high level of professionalism.

• Project Milestones: Proactively track payment milestones for ongoing projects, ensuring invoices are issued promptly as deliverables are met.

• Renewals & Recurring Expenses: Maintain a master calendar for all recurring expenses (utilities, software subscriptions, insurance) and contract renewals.

• Billing Support: Prepare and issue professional quotations and invoices; assist with basic bookkeeping and data entry.

• Claims & Tenders: Process staff expense claims and assist in the administrative compilation of tender documents for timely submission.

3. Workflow Coordination & Quality Assurance

• Monitoring: Vigilantly monitor support tickets and email notifications, flagging urgent issues for the leadership team.

• Task Management: Act as a liaison between management and the technical team; follow up on tasks with Engineers and Analysts to ensure deadlines are respected.

• Compliance & QA: Conduct Quality Assurance reviews on documentation and processes to ensure all output meets company standards and regulatory requirements.

4. Travel & Executive Research

• Logistics: Research, plan, and book comprehensive travel itineraries (flights, accommodation, and local transport) for the team and management.

Working Hours & Schedule

• Location: Infinite Logix System PLT, Taman Sri Impian, Kluang.

• Days: Monday to Saturday.

• Standard Hours: 8:30 AM – 5:30 PM.

• Flexibility: Must be willing to work overtime as required to meet critical deadlines, such as tender submissions or urgent project milestones.

Requirements & Qualifications

• Experience: 3+ years in an administrative, PA, or operations-heavy role.

• Communication: Assertive yet professional communication style; proficient in drafting formal business correspondence (letters/memos).

• Organizational Mastery: Proven ability to manage multiple tracking systems (milestones, renewals, tasks) without oversight.

• Technical Proficiency: Strong skills in Microsoft Excel/Word; experience with CRM or project management tools is an advantage.

• Attention to Detail: A "sharp eye" for QA and compliance, ensuring documents are error-free before submission.

• Attributes: High level of discretion, reliability, and the ability to work independently.

Preferable, Woman 22-33 Years old located in Kluang, Johor

Company: Infinite Logix System PLT

Location: Kluang, Johor

Salary Range: RM 2,000

Start date: May 2026

Email: kerjaya@infinitelogix.com.my