Personal Assistant cum Admin (Prefer experience in Construction/Engineering)

Job Description & Responsibilities

• Manage overall office administration and ensure smooth daily operations.
• Handle document control for all incoming and outgoing correspondence with external consultants and authorities.
• Organise, maintain, and systematically file all office documents and records.
• Maintain staff leave records and manage staff claims.
• Oversee procurement of office supplies, equipment, pantry items, furniture, fittings, and IT hardware/software, including inventory control and cost management.
• Verify invoices, process payments to creditors, and review staff claims.
• Manage phone calls, attend to visitors, and handle incoming mail and emails professionally.
• Maintain the Director’s calendar, including scheduling appointments and managing communications.
• Manage and monitor petty cash transactions.
• Assist in preparing administration budget and monthly cash flow projections to ensure financial control.
• Support the preparation of reports and proposals for management review and decision-making (both periodic and ad hoc).
• Ensure office cleanliness and coordinate maintenance activities.
• Assist in compiling reports and proposals for submission to relevant authorities.
• Assist in preparing consultant professional fee claims for submission to clients.

Requirements / Qualifications

• Proven experience as an Office Administrator, Administrative Assistant, or in a similar role
• Candidate must possess at least a Diploma in Administration or other relevant professional qualification
• Minimum 2–5 years of relevant working experience
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
• Strong organisational and document management skills with attention to detail.
• Good communication and interpersonal skills, with the ability to interact professionally with staff, consultants, and external parties.
• Ability to handle multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Experience in handling invoices, payments, and basic financial records is an advantage.
• Familiarity with procurement processes and inventory control will be an added advantage.
• Able to maintain confidentiality and handle sensitive information with discretion.
• Proactive, responsible, and able to work independently with minimal supervision.
• Fluent in both written and speaking of English, Bahasa Malaysia & Mandarin (ability to speak mandarin will be an added advantage due to the business nature needed).