Admin Assistant

Control Union; Bandar; On-site; IDR 461,402,000 - 745,342,000; Full time

Job summary

Control Union is seeking an proactive Admin Assistant to support our Certification Operations team. You will coordinate certification activities, manage contracts and administrative processes, and liaise with clients, auditors, certifiers, and internal teams to ensure smooth operations.

The ideal candidate is highly organized, detail-oriented, with strong communication and coordination skills, and able to work independently while collaborating across functions.

Qualifications

• Diploma or Bachelor's in Business Administration or related field
• Fresh graduates are encouraged to apply
• Mandarin language skills preferred for Mandarin-speaking client interaction
• Strong communication, coordination and administrative skills

Responsibilities

• Coordinate and schedule certification audits and assessments.
• Prepare, review, and manage client contracts, NDAs, service agreements, and related documentation.
• Maintain certification records, project tracking, and contract databases.
• Coordinate with auditors, certifiers, clients, and regional offices to ensure timely project delivery.
• Manage certification-related invoicing and administrative documentation.
• Support certification decision processes by ensuring documentation is complete and accurate.
• Monitor certification status including renewals, suspensions, withdrawals, and transfers.
• Respond to customer inquiries with professional administrative support.
• Assist with internal and external audits by preparing required documentation.

Skills

Strong communication

Coordination

Administrative skills

Microsoft Excel

Microsoft Word

Education

Diploma or Bachelor's Degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

Job description

We are seeking a proactive and detail-oriented Admin Assistant to support our Certification Operations team. This role is responsible for coordinating certification activities, managing contracts and administrative processes, scheduling audits, and ensuring smooth communication between clients, auditors, certifiers, and internal teams. The ideal candidate is highly organized, able to manage multiple priorities, and committed to delivering excellent administrative support and customer service.

Key Responsibilities :

Coordinate and schedule certification audits and assessments.

Prepare, review, and manage client contracts, NDAs, service agreements, and related documentation.

Ensure contracts are executed, approved, and registered in accordance with company procedures and regulatory requirements.

Maintain certification records, project tracking, and contract databases.

Coordinate with auditors, certifiers, clients, and regional offices to ensure timely project delivery.

Manage certification-related invoicing and administrative documentation.

Support certification decision processes by ensuring documentation is complete and accurate.

Monitor certification status, including renewals, suspensions, withdrawals, and transfers.

Respond to customer inquiries and provide professional administrative support.

Assist with internal and external audits by preparing required documentation.

Perform other administrative duties as assigned by management.

Key Requirements:

SPM, Diploma, or Bachelor's Degree in Business Administration or a related field. Diploma or higher qualification will be an added advantage.

Ability to communicate in Mandarin (written and spoken) is preferred to support communication with Mandarin-speaking clients and stakeholders.

Proficient in Microsoft Office applications, particularly Excel and Word.

Fresh graduates are encouraged to apply. Candidates should possess strong communication, coordination, and administrative skills.

Excellent communication and interpersonal skills.

Able to work independently while collaborating effectively with cross-functional teams.

Why Join Us?

Work with a global leader in sustainability and certification.

Experience working in a fast paced, multinational environment

Opportunities for career growth and industry specialization.

Collaborative and dynamic work environment.

Convenient office location — just a 5-minute walk from LRT Bandar Baru Klang.