Admin, Last Mile at Ninja Van

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.