Admin

Position Summary:

The Admin Executive provides administrative, coordination, and operational support across multiple departments and project sites, including catering, housekeeping, and construction. The role ensures smooth documentation flow, manpower coordination, compliance tracking, purchasing support, and communication between HQ and project sites. This position is crucial in maintaining efficiency, accuracy, and professionalism across all ongoing projects.

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Location:

PJCC, Petaling Jaya

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Qualifications:

• Diploma/Degree in Business Administration, Office Management, HR, or related field.
• Experience in an administrative role, preferably in multi-project environments.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Strong organizational skills and attention to detail.
• Able to multitask and coordinate across multiple project teams.
• Strong communication skills in English and Malay.

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Key Responsibilities:

1. General Administration

• Manage day-to-day administrative duties for all active projects.
• Prepare letters, reports, memos, meeting minutes, and official documents.
• Maintain proper filing systems (physical and digital) for contracts, LOAs, staff documents, invoices, and supplier records.
• Handle incoming calls, emails, and correspondence, and direct them to the appropriate departments.

2. HR & Manpower Coordination

• Assist in recruitment: posting job ads, screening applicants, scheduling interviews, and preparing employment documents.
• Coordinate staff deployment for catering, housekeeping, and construction projects.
• Track attendance, leave applications, OT forms, and staff movement for all sites.
• Ensure staff receive Letters of Employment (LOE), ID cards, uniforms, and required certificates (e.g., Food Handler, Typhoid, Safety Passport).

3. Document Control & Compliance

• Prepare and update project documentation such as Work Orders, Job Sheets, Daily Reports, SOPs, and Permit-to-Work (PTW) submissions.
• Ensure compliance documents (CIDB, MOF, food handling certs, safety inductions, site permits) are valid and filed.
• Compile documents for audits or client inspections when needed.

4. Operations Support (Catering, Housekeeping & Construction)

• Assist project managers with scheduling, delivery arrangements, and project coordination.
• Liaise with suppliers for goods delivery, price quotations, and orders.
• Track and update daily, weekly, and monthly operational reports from sites.
• Support project sites with admin tasks such as meal count summaries, housekeeping checklists, staff rosters, or site progress updates.

5. Procurement & Inventory Support

• Prepare Purchase Orders (PO), Request for Quotation (RFQ), and follow up on supplier invoices.
• Monitor stock levels for cleaning chemicals, dry store items, PPE, tools, and materials.
• Coordinate delivery arrangements between suppliers and project locations.

6. Finance & Billing Support

• Assist with basic finance tasks such as collecting receipts, preparing payment vouchers, and submitting monthly claims.
• Compile timesheets, OT forms, and site reports for monthly invoicing.
• Track project-related expenses and ensure accurate documentation for accounts.

7. Client & Stakeholder Communication

• Communicate with clients (e.g., hospital officers, mall management, contractors) regarding documentation, scheduling, and follow-ups.
• Attend meetings with project managers and take minutes.
• Follow up with vendors, subcontractors, and clients on pending items.

8. Reporting

• Prepare daily/weekly/monthly reports for management review.
• Update project progress summaries, manpower reports, and compliance trackers.
• Ensure all project documentation is accurate and up to date.

Apply here or email with the title "Admin, PJCC".

Job Types: Full-time, Fresh graduate, Student job

Pay: RM1, RM2,500.00 per month

Benefits:

• Meal provided

Work Location: In person