Job Description

Key Responsibilities:

1. Administrative Support to General Manager

1. • Provide day-to-day administrative support to the GM, including scheduling, meeting coordination, and correspondence.
   • Prepare reports, presentations, and business documents as required.
   • Follow up on action items and deadlines across departments.

2. Documentation & Coordination

1. • Manage and maintain proper filing of purchase orders, contracts, invoices, delivery orders, supplier and client documentation
   • Ensure proper documentation flow between procurement, sales, warehouse, and finance teams.
   • Assist in preparing internal reports (sales, procurement, inventory summaries).

3. Operational Coordination

1. • Act as a coordination point between:

• Procurement team
• Sales team
• Warehouse/logistics team
• Finance/accounts

1. • Track order status and assist in ensuring smooth execution.

4. Basic Finance & Reporting Support

1. • Assist in invoice processing, payment tracking, and document submission to finance.
   • Monitor and follow up on outstanding documents (e.g., signed DOs, invoices).
   • Support data compilation for reporting and analysis.

5. Office & Administrative Management

1. • Manage office administration matters (supplies, filing systems, records).
   • Ensure proper record-keeping for audit and compliance purposes.
   • Support HR/admin tasks if required (e.g., onboarding coordination, attendance records).

6. Stakeholder Communication

1. • Liaise with suppliers, clients, and internal teams on documentation and coordination matters.
   • Handle basic inquiries and escalate issues when necessary.

Job Requirements

• Minimum Diploma or Bachelor’s Degree in Business Administration, Management or relevant qualifications appropriate to the position from an accredited college.
• With minimum 2 – 4 years’ working experience in a similar capacity preferably from a building and construction industry
• Conversant in bilingual languages, namely English and Bahasa Malaysia.
• Must have good interpersonal and communication skills with strong inclination towards quality management practices
• Knowledgeable in ISO 9001, ISO 45001 and ISO 14001 Standard and provide unlimited support for the implementation and on-going maintenance for the Company’s Quality, Environmental, Safety & Health Management System (QESHMS).
• Must have some knowledge of general office duties.
• Must be computer literate and familiar with MS Office Applications
• Experience in trading, construction, or logistics environment is an advantage