Admin, Last Mile

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.