Admin

Key Responsibilities

1. General Administration

• Handle daily administrative and clerical duties.
• Prepare, organise, and maintain company documents, records, and files.
• Manage incoming and outgoing correspondence, emails, and phone calls.
• Prepare letters, reports, notices, quotations, and other business documents.
• Maintain proper physical and digital filing systems.
• Arrange meetings, appointments, and other administrative matters.

2. Purchasing & Procurement

• Handle day-to-day purchasing activities for office, project, site, and operational requirements.
• Source and identify suitable suppliers and vendors.
• Request and compare quotations from different suppliers.
• Negotiate prices, payment terms, delivery schedules, and other purchasing conditions.
• Prepare Purchase Orders (PO) and related purchasing documents.
• Follow up with suppliers on order status, delivery dates, and outstanding items.
• Ensure materials and goods are delivered according to the required specifications and timelines.
• Verify received goods against Purchase Orders, delivery orders, and invoices.
• Maintain proper purchasing records and supplier documentation.
• Monitor stock levels and arrange replenishment when required.
• Develop and maintain good relationships with suppliers.
• Assist in evaluating supplier performance, pricing, quality, and reliability.
• Source alternative suppliers when required to ensure competitive pricing and timely delivery.

3. Accounts & Payment Support

• Assist in checking supplier invoices against Purchase Orders and Delivery Orders.
• Submit invoices and supporting documents to the Accounts Department for payment processing.
• Follow up on outstanding supplier invoices and payment matters.
• Maintain proper records of purchases, invoices, and payment documents.
• Assist with petty cash and other administrative financial matters when required.

4. Operations & Coordination

• Coordinate with management, project teams, site personnel, suppliers, contractors, and clients.
• Follow up on pending documents, approvals, deliveries, payments, claims, and other operational matters.
• Coordinate delivery of materials to office, warehouse, or project sites.
• Assist in resolving issues relating to incorrect, damaged, delayed, or incomplete deliveries.
• Monitor urgent purchasing requirements and ensure timely action.

5. Multitasking & Ad-Hoc Responsibilities

• Manage multiple tasks and prioritise work according to urgency and importance.
• Handle urgent purchasing and administrative requests when required.
• Support management and other departments with various administrative and operational matters.
• Take on additional responsibilities assigned by management from time to time.
• Ensure all assigned tasks are completed accurately and within the required timeframe.

Requirements

• Fresh Graduate Diploma/Degree in Business Administration, Purchasing, Supply Chain, Management, or a related field.
• Minimum 1 - 2 years of experience in administration, purchasing, procurement, or a similar role.
• Experience in construction, engineering, manufacturing, or project-based companies will be an advantage.
• Proficient in Microsoft Office, especially Microsoft Excel and Word.
• Experience in preparing Purchase Orders, quotations, Delivery Orders, and invoices.
• Good negotiation and supplier management skills.
• Good command of English and Bahasa Malaysia. Additional languages are an advantage.
• Strong communication and interpersonal skills.
• Excellent organisational and time-management skills.
• Able to work independently with minimal supervision.
• Able to handle multiple tasks and work under pressure.
• Responsible, proactive, detail-oriented, and willing to learn.

Job Type: Full-time

Pay: RM3,800.00 - RM4,200.00 per month

Work Location: In person