Office Admin

2 weeks ago

Taman Senawang Indah, Negeri Sembilan, Malaysia Better Power (M) Sdn Bhd Full time

Responsibilities

  • To collect Site Report from Project Coordinator, record (save softcopy in OneDrive), distribute (Marketing Team), recollect from Marketing Team, and submit to Finance Department with transmittal record and update in tracking template.
  • Prepare and submit claim form with relevant receipt to Finance Department
  • Prepare and submit advance form upon request from Project Marketing / Project PIC
  • To submit monthly vehicle tracking list to Finance department (Shell Invoice purpose)
  • To collect and record Daily Vehicle Checklist.
  • To prepare and record Purchase Request upon Project Marketing / Project PIC request.
  • To print and update touch n go transaction weekly with project number / BQ number and submit to Finance Department.
  • To collect Material Delivery, Note from Store PIC, record (save softcopy in OneDrive), distribute (Marketing Team), recollect from Marketing Team, and file up in ISO file record and update in tracking template.
  • To update Company Profile weekly with pictures and description.
  • To download and save daily pictures WhatsApp group for Company Profile and report submission purposes.
  • To check and take necessary steps to update and renew Company related certificates and licenses 2 months before due date.
  • Answers the telephone and provides exceptional customer service to internal and external customers.
  • Monitors expenditures, processes payment requests for reimbursement
  • Track stocks of office supplies, place orders when necessary and distributing office supplies.
  • Overseeing the maintenance of office facilities, and equipment.
  • Making arrangements for staff travel and accommodations.
  • Arranging post and deliveries.
  • Taking minutes at meetings
  • Typing up letters related to projects and reports
  • Greeting office visitors and directing them to the appropriate parties.
  • Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged with no conflicts.
  • Maintaining, repairing, or replacing office equipment.
  • Support various teams within the organization as needed, including but not limited to Human Resource, finance, and marketing.
  • Develop and carry out an efficient documentation and filing system daily.
  • Maintain clients & vendor contact lists
  • Produce and distribute correspondence memos, letters, faxes, and forms
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Maintain computer and manual filing systems
  • Develop and update administrative systems to make them more efficient
  • Maintain a record of visitors/calls and follow appropriate security procedures
  • Assist colleagues whenever necessary and perform necessary duties when needed

Requirements and skills

  • Diploma or degree in Document Management, Project Management, or a related field.
  • Familiarity with project management and Malaysian engineering regulations, codes, and standards.
  • Proficient typing and editing skills.
  • Commitment to document accuracy
  • Data organization, attention to detail, and ability to multitask.

SALARY
negotiation depending on level of education, competency, years of experience and personal capabilities.

Job Types:
Full-time, Permanent

Salary:
From RM1,500.00 per month

Benefits:

  • Opportunities for promotion
  • Professional development

Schedule:

  • Day shift

Supplemental pay types:

  • Overtime pay

Education:

  • Diploma/Advanced Diploma (preferred)

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