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.
Top Skills
What We Do
Ninja Van Group is a tech-enabled logistics organisation, backed by marquee investors including GeoPost, Alibaba Group, and B Capital Group. Launched in 2014 as an e-commerce express logistics company, it reached 100% network coverage by 2018 with over 2,000 stations and hubs across Southeast Asia. Today, around two million parcels course through its network daily. A decade of operations fortified Ninja Van Group’s e-commerce express network, enabling concurrent diversification across the realms of e-commerce and express logistics. To maximise its scale in e-commerce, Ninja Van Group offers a comprehensive suite of solutions – from digital to full-funnel marketing – to help shippers sell better. As a springboard for expansion beyond e-commerce, Ninja Van Group's e-commerce express network lays the groundwork for venturing into other express verticals, including business-to-business inventory restocking and cold chain.
