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Ninja Van

Posted 5 months ago

Open

Admin, Last Mile

Shah AlamOn-siteFull-time

AI Summary

Manages general administration, asset and inventory control, manpower records, vehicle and payroll support, and travel arrangements for Last Mile staff. Supports audits and compliance while coordinating with HR, Finance, and station teams.

About this role

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.

    • Skills

    Audit PreparationCompliance TrackingContract DocumentationData EntryDocument ManagementExpense/boleta ProcessingGDPMD RequirementsHR DocumentationIS0 9001 QMSMicrosoft ExcelMicrosoft WordOH&S Management SystemOnboarding ProcessesRecords MaintenanceTravel BookingVehicle Inventory Management

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