ADMIN ASSISTANT

Job Summary

The Admin Assistant will support the procurement and materials management functions by coordinating the sourcing, purchasing, receiving, storage, and availability of construction materials, tools, equipment, and supplies. The role will work closely with the Procurement, Warehouse, Project, and Site teams to ensure materials are available in the right quantity, quality, and timeframe to support smooth project operations.

Key Responsibilities

• Assist in sourcing and purchasing construction materials, tools, equipment, and general project supplies.
• Obtain quotations from suppliers and prepare quotation comparisons for review and approval.
• Prepare and process Purchase Orders (PO), Purchase Requisitions (PR), and other procurement-related documentation.
• Follow up with suppliers regarding quotation, pricing, availability, delivery schedules, and outstanding orders.
• Coordinate with project and site teams to understand material requirements and delivery priorities.
• Monitor material orders and ensure timely delivery to the warehouse or project sites.
• Assist in receiving and checking delivered materials against Purchase Orders, delivery orders, specifications, and quantities.
• Coordinate with the warehouse/store team on the proper receiving, storage, and issuance of materials.
• Maintain accurate records of purchased materials, supplier information, delivery status, and outstanding orders.
• Monitor stock levels and assist in identifying materials that require replenishment.
• Assist in maintaining proper material tracking records from procurement through delivery and site usage.
• Coordinate the return, replacement, or rectification of damaged, incorrect, or non-compliant materials with suppliers.
• Assist in preparing procurement and materials reports for management and project teams.
• Maintain proper filing and documentation of quotations, Purchase Orders, delivery orders, invoices, and other procurement records.
• Support supplier evaluation and maintain an updated supplier/vendor database.
• Coordinate with Accounts/Finance regarding invoices, delivery documentation, and payment-related matters where required.
• Ensure procurement activities are carried out in accordance with company procedures, project requirements, and approved budgets.
• Assist with inventory checks and physical stock counts when required.
• Perform other procurement, materials management, warehouse, and project support duties as assigned by the Procurement/Materials Manager or Project Manager.

Requirements

• Minimum SPM, Diploma, or equivalent.
• 1–2 years of experience in procurement, purchasing, materials management, warehouse, or a related field; experience in the construction industry is an advantage.
• Good understanding of purchasing and material coordination processes.
• Strong organizational skills with good attention to detail and accuracy.
• Good communication and negotiation skills when dealing with suppliers and internal teams.
• Able to follow up and coordinate multiple material orders simultaneously.
• Able to work independently and as part of a project team.
• Proficient in Microsoft Office, particularly Excel and Word.
• Willing to travel to project sites or warehouse locations when required.
• Able to work under pressure and meet project deadlines.

Pay: RM2,200.00 - RM4,153.33 per month

Benefits:

• Cell phone reimbursement

Application Question(s):

• What's your expected monthly basic salary?
• Do you have Procurement Support experience?
• Do you have experience using Autocount Accounting Software?
• How much notice are you required to give your current employer?

Work Location: In person