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Active10mo ago

Admin, Last Mile

Ninja Van·📍 Shah Alam, Selangor, Malaysia

Employment

FULL TIME

Work mode

On-site

Experience

Not stated

Salary

Not disclosed

Salary not disclosed

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Role overview

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.

    • About this listing

    • Source: Ninja Van's official careers site (via Lever) · last confirmed on the source 29 Oct 2026
    • Posted 23 Dec 2025

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    What they are looking for

    Skills & requirements

    Excel →finance →HR →payroll →

    Qualification

    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

    Department · Operations

    Hiring company

    Ninja Van

    Transportation & Logistics

    Ninja Van is Southeast Asia’s leading logistics provider, with the highest service coverage over 6 countries in the region. Experience the joy of hassle-free deliveries by shipping with Ninja Van today.

    Company profile →Open jobs →Company site ↗

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