Administration Assistant

Yokogawa; West Coast Division; On-site; MYR 100,000 - 150,000; Full time

Job summary

A global leader in industrial automation seeks a Project Coordinator to assist in project execution and financial management. Responsibilities include coordinating procurement processes, monitoring equipment delivery, and handling travel arrangements. Candidates should have at least an Upper Secondary School education. The role is based in Sabah, Malaysia, within a diverse workplace culture.

Responsibilities

• Assist the Branch Manager in coordinating project execution focused on procurement.
• Monitor the delivery status of equipment from vendors.
• Ensure timely and accurate data entry of timesheet information.
• Handle travel arrangements for department staff.
• Prepare and issue invoices for services rendered.
• Ensure compliance with ISO standards and assist in audits.

Education

Upper Secondary School

Job description

Not just a job, but a career

Yokogawa, award winner for ‘Best Asset Monitoring Technology’ and ‘Best Digital Twin Technology’ at the HP Awards, is a leading provider of industrial automation, test and measurement, information systems and industrial services in several industries.

Our aim is to shape a better future for our planet through supporting the energy transition, (bio)technology, artificial intelligence, industrial cybersecurity, etc. We are committed to the United Nations sustainable development goals by utilizing our ability to measure and connect.

About The Team

Our 18,000 employees work in over 60 countries with one corporate mission: to “co‑innovate tomorrow”. We are looking for dynamic colleagues who share our passion for technology and care for our planet. In return, we offer great career opportunities in a truly global culture where respect, value creation, collaboration, integrity and gratitude are highly valued and exhibited in everything we do.

Main Duties & Responsibilities

• Project Coordination Support – Assist the Branch Manager in coordinating project execution, specifically focusing on procurement and submission processes to the Operations team (GBS ASEAN SCM).
• Monitor the delivery status of equipment from vendors, ensuring timely arrival and resolving any delays or discrepancies.
• Track and update the Equipment Calibration and Equipment Loan records to maintain accuracy and compliance with internal requirements.
• Data Entry and Reporting – Ensure timely and accurate data entry of timesheet information into the project tracking system; regularly update and report project progress and resource usage to the Branch Manager as required.
• Travel Coordination and Claims – Handle travel arrangements for department staff, including booking flights, accommodations and transport; assist staff in submitting travel expense claims and coordinate with Finance to resolve discrepancies.
• Invoicing and Financial Management – Prepare and issue invoices for services rendered; monitor the invoicing process, track payment statuses and follow up with customers to ensure timely payments; collaborate with the finance team to address billing issues.
• Other Activities – Ensure compliance with ISO 9001, ISO 45001, ISO 14001 and ISO 27001 standards; assist in preparing and organizing the necessary paperwork for audits and reviews related to ISO compliance and project execution.

Education

Upper Secondary School

Yokogawa is an Equal Opportunity Employer. Yokogawa wants a diverse, equitable and inclusive culture. We will actively recruit, develop and promote people from a variety of backgrounds who differ in terms of experience, knowledge, thinking styles, perspective, cultural background and socioeconomic status. We will not discriminate based on race, skin color, age, sex, gender identity and expression, sexual orientation, religion, belief, political opinion, nationality, ethnicity, place of origin, disability, family relations or any other circumstances. Yokogawa values differences and enables everyone to belong, contribute, succeed and demonstrate their full potential.