Reports To: General Manager (GM) & Director Job Summary: The Personal & Administrative Assistant is the backbone of the hotel&aposs executive office. You will provide comprehensive, confidential support to the General Manager & Director while managing the day-to-day administrative operations of the hotel office. This role requires exceptional organizational skills, proactivity, and the ability to handle multiple tasks efficiently in a fast-paced pre-opening and operational environment. You will be instrumental in ensuring the smooth flow of information and administrative processes for the entire management team. Key Responsibilities: 1. Personal Assistant to the General Manager: Manage the GM&aposs professional calendar, including scheduling appointments, meetings, and coordinating travel arrangements. Handle confidential correspondence, prepare reports, and create presentations as directed by the GM. Act as a gatekeeper, screening phone calls, inquiries, and requests, and handling them appropriately. Assist in preparing for key meetings, including compiling agendas and taking minutes. 2. Procurement & Administrative Management: Serve as the main point of contact for office-related matters. Manage the procurement process for all supplies. Assist department heads in the sourcing of general hotel supplies and operational equipment by identifying vendors, obtaining and comparing quotations, and processing purchase orders. Handle all incoming and outgoing mail, courier services, and general email correspondence. Establish and maintain an efficient physical and digital filing system for all hotel administrative documents. 3. Human Resources (HR) Support: Assist with the new hire onboarding process, including preparing employment contracts (from templates) and collecting necessary documents. Maintain and update employee records, including leave applications and attendance tracking. Act as a first point of contact for basic staff inquiries regarding HR administrative matters. 4. Financial & Accounts Support: Process and manage expense claims for the General Manager and other department heads. Assist in liaising with external accountants or vendors for invoice processing and payments. Manage the office petty cash fund and ensure proper reconciliation. 5. Reporting & Ad-Hoc Duties: Assist in compiling data and preparing regular administrative or operational reports as required by management. Undertake any other ad-hoc tasks and responsibilities as assigned to support the hotel&aposs operational needs. Key Requirements & Qualifications: Experience: Minimum of 2-3 years of experience in an Administrative Assistant, Personal Assistant, or senior administrative role. Experience in the hospitality industry, particularly with procurement or purchasing tasks, is a strong advantage. Skills: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent written and verbal communication skills in both English and Bahasa Malaysia. Exceptional organizational and time-management abilities. Absolute discretion and a proven ability to handle confidential information. Education: Minimum Diploma in Business Administration, Secretarial Studies, or a related field. Language: Mandarin (Preferred) Malay (Preferred) Personal Attributes: A proactive, resourceful, and detail-oriented individual who can anticipate needs. Professional demeanor and a positive, can-do attitude. Ability to multitask and prioritize effectively in a dynamic environment. Salary & Benefits Monthly Salary Band: RM 2,800 - RM 4,000 Benefits: Includes statutory contributions (EPF, SOCSO, EIS), annual leave, and medical benefits as per company policy. Job Type: Full-time Ability to commute/relocate: Klang: Reliably commute or planning to relocate before starting work (Preferred) Show more Show less