Admin, Last Mile

Job description

### General Administration - Maintain Station files and records to ensure they are updated and can be retrieved easily. ### Asset & Inventory Management - Maintain and organize all station-related documentation—such as tenancy agreements, licenses, utility bills, and pest control reports—in accordance with the company’s filing standards. - Track and manage all station assets, including laptops, scanners, uniforms, delivery bags, weighing scales, and fire extinguishers. - Keep asset acknowledgment records updated for all relevant personnel. - Work closely with station teams to ensure full compliance with station opening and closing SOPs. ### Manpower Management - Maintain comprehensive employee records for all Last Mile staff, including both permanent and temporary personnel. - Manage registration, onboarding processes, and contract documentation for staff and Independent Contractors. - Provide support in preparing and organizing documentation required for audits. - Follow up on HR-related administrative requests and ensure timely submission of required information. - Coordinate with the HR department on hiring advertisements and related matters. - Prepare deduction reports for Independent Contractors, ensuring all necessary supporting documents and justifications are submitted to the relevant departments. ### Vehicle Management - • Update and monitor vehicle inventory and condition reports, including daily and monthly checklists. - Maintain accurate records of vehicle defect reports, repairs, and incident logs. - Track and document vehicle movements. - Follow up with the respective stations on the settlement of summons. ### Payment & Allowances Support - Prepare and verify booster payments, contractor payment reports, and other payroll-related inputs. - Coordinate with HR and Finance teams on payroll updates, error resolutions, and record maintenance. ### Travel arrangements - Manage travel booking for Last Mile staff ### Others - Comply with ISO 9001 QMS, OH&S management system, and GDPMD requirements, where applicable. - Participate in quality, safety, and GDPMD-related programs, including trainings, campaigns, and other initiatives. - Assist with operational support tasks as needed. - Provide support to other administrative functions within the department when required. - Work closely with station staff and relevant stakeholders. - Carry out any additional tasks assigned by the superior ### Job Requirements - Candidate must possess at least Diploma/Advanced/Higher/Graduate Diploma, Bachelor's Degree/Post Graduate Diploma/Professional Degree in fields related to Business Administration - Required language(s): Bahasa Malaysia, English. - Proficient in Microsoft Word/Excel. - Any prior working experience will be greatly advantageous - Interpersonal skills such as verbal communication, problem-solving and listening skills are essential in an administrative role.