Admin Assistant (Site Operations)

Weldman Welding Industries; Pasir Gudang; On-site; MYR 20,000 - 26,000; Full time

Job summary

Weldman Welding Industries in Pasir Gudang, Johor, is seeking a detail‑oriented Admin/Operations Coordinator. You will manage calibration records, machine movement, and service documentation while coordinating with multiple departments to ensure smooth daily operations.

This role offers exposure to documentation control, CRM interaction, and future growth into operations or sales support. Fresh graduates are welcome to apply with a proactive attitude.

Qualifications

• Minimum SPM or equivalent.
• Fresh graduates are encouraged to apply.
• Candidates with administrative or operations experience will have an added advantage.
• Good knowledge of Microsoft Excel.
• Good knowledge of Microsoft Word.
• Familiar with Microsoft Outlook and Microsoft 365.
• Good computer literacy and typing skills.
• Able to prepare reports and maintain accurate documentation.

Responsibilities

• Manage calibration records, machine movement and service documentation.
• Coordinate operations and communication among departments.
• Record machine readiness status and ensure availability before delivery.
• Prepare and maintain daily, weekly operational reports.
• Follow up on pending operational matters and escalate when needed.
• Assist in improving documentation workflow and site coordination.

Skills

Microsoft Excel

Microsoft Word

Microsoft Outlook

Typing skills

Education

SPM or equivalent

Job description

Department: Admin Management / Operations
Reporting To: Client Relationship Manager
Work Location: MMHE / OSC Workshop, Pasir Gudang, Johor
Employment Type: Full-Time
Salary: RM1,800 – RM2,300 (Based on experience)

The successful candidate will be responsible for managing operational documentation, calibration records, machine movement, service documentation and coordination among the team.

This position will report directly to the Client Relationship Manager and will play an important role in ensuring smooth daily operations, accurate documentation and timely communication across departments.

This is an excellent opportunity for someone who is eager to learn and grow into a broader operations, customer relationship or sales support role in the future.

Job Description

Calibration Management

Monitor machine calibration schedules and expiry dates.

Maintain and organise calibration certificates.

Follow up with relevant personnel to ensure certificates are updated on time.

Ensure calibration documents are readily available whenever requested by customers or internal departments.

Machine Return & Movement Control

Record all machine returns accurately.

Track machine movement between projects, workshop, warehouse, and customers.

Ensure every machine movement is properly documented.

Highlight any missing or unrecorded machine movements immediately.

Machine Readiness Monitoring

Update machine readiness status on a daily basis.

Coordinate with technicians regarding repair progress.

Verify machine availability before delivery or deployment.

Maintain accurate machine readiness records.

Service Documentation

Prepare and maintain Service Reports.

Ensure service reports are complete and properly filed.

Support documentation required for machine delivery and customer handover.

Maintain machine history records.

Operation Coordination

Follow up on pending operational matters.

Escalate outstanding issues promptly to the Customer Relationship Manager.

Assist in improving documentation and workflow efficiency.

Reporting & Administration

Prepare daily operational reports.

Prepare weekly outstanding reports.

Maintain accurate operational records.

Organise digital filing and document control.

Perform other administrative duties assigned by the Customer Relationship Manager.

Coordinate daily site operations with clients, supervisors, foremen, technicians, subcontractors and internal departments.

Act as the primary point of contact for operational matters between clients and the operations team.

Monitor machine readiness before deployment to ensure all equipment is ready.

Coordinate machine delivery, collection, return and replacement.

Manage calibration records, stickers and certificates to ensure complies with client requirements.

Collect operational updates from site supervisors.

Record accurate operational information, reports and documentation.

Monitor inventory of machines, accessories, spare parts and operational equipment.

Support the CRM in daily planning, scheduling and coordination of operations.

REQUIREMENT

• Minimum SPM or equivalent.
• Fresh graduates are encouraged to apply.
• Candidates with administrative or operations experience will have an added advantage.
• Good knowledge of Microsoft Excel.
• Good knowledge of Microsoft Word.
• Familiar with Microsoft Outlook and Microsoft 365.
• Good computer literacy and typing skills.
• Able to prepare reports and maintain accurate documentation.

We are looking for someone who is:

• Responsible and trustworthy
• Proactive and willing to take initiative.
• Fast learner with a positive attitude.
• Good at following up and coordinating with different departments.
• Able to work independently with minimal supervision.
• Professional in handling documentation.