Administration Assistants

JOB FUNCTIONS:

• Oversee daily office operations, ensuring a clean, safe, organized, and compliant work environment.
• Manage corporate facilities, utilities, and office maintenance, and execute regular liaison with building management or landlords.
• Handle the end-to-end procurement of office supplies, company assets, and pantry consumables.
• Standardize and maintain physical and digital filing systems, implementing rigid document control and archiving in compliance with ISO quality standards.
• Coordinate incoming/outgoing correspondence, courier logistics, and manage corporate vehicle fleet documentation.
• Manage the full renewal lifecycle of corporate vehicle assets, including sourcing competitive quotes for commercial car insurance, and executing timely road tax renewals.
• Prepare, issue, and process administrative financial documents, including invoices, quotations, and purchase orders (PO), while maintaining structured filing for all related receipts.
• Execute full-cycle monthly payroll processing for local corporate staff and site foreign workers, ensuring strict compliance with the Employment Act (e.g., timely payment by the 7th of the month, precise calculations of allowances, pro-rated unpaid leave, and complex overtime rates).
• Administer and process statutory contributions for local staff (EPF, SOCSO, EIS, PCB) and specialized deductions for foreign labor.
• Maintain absolute data integrity and confidentiality regarding employee personnel files, payroll registers, and leave records.
• Track and execute the timely renewal of foreign worker work permits (PLKS), FOMEMA checkups, and construction-specific safety passes (CIDB Green Card, NIOSH).
• Support internal and external compliance audits (ISO, JTK/Labor Department, statutory audits) by preparing necessary wage books and administrative evidence.

JOB REQUIREMENTS:

• Minimum SPM / STPM / Diploma in Business Administration, Human Resources, or a related discipline.
• At least 1 years of proven experience in office administration and basic HR/Payroll operations.
• Hands-on proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic data entry in SQL, accounting, or payroll software.
• Sound understanding or prior exposure to construction industry administrative statutory requirements (CIDB, NIOSH, JTK guidelines) is highly advantageous.
• Exceptional organizational, time-management, and multitasking capabilities with a strict respect for data confidentiality.
• Strong verbal and written communication skills with the ability to coordinate across multiple site teams.