Administrative Assistant

Safe Zone Solution Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A construction solutions provider in Kuala Lumpur is seeking an administrative support specialist. The role involves sourcing and liaising with suppliers, preparing purchase orders and requisitions, and maintaining accurate purchasing records. Additional responsibilities include administrative support to the Site Manager, facilitating communication between departments, and ensuring compliance with company documentation policies. Ideal candidates should be detail-oriented with strong organizational skills and the ability to manage multiple tasks effectively.

Responsibilities

• Source and liaise with suppliers for construction and operational items.
• Prepare and process purchase requisitions, purchase orders, and supplier quotations.
• Monitor and track delivery schedules, ensuring timely receipt of goods.
• Maintain supplier database, price lists, and vendor performance records.
• Coordinate with Finance for invoice verification, payment, and documentation.
• Maintain accurate and up-to-date administrative and purchasing records.
• Ensure accuracy in data entry and timely submission of operational reports.
• Organize, file, and maintain all purchasing and administrative documentation.
• Facilitate clear communication between departments, suppliers, and customers.
• Provide clerical and administrative support to the Site Manager and project team.
• Maintain up-to-date records of business licenses, permits, and certifications.
• Support any administrative or operational task assigned by Superior.

Job description

Responsibilities

• Source and liaise with suppliers for construction and operational items.
• Prepare and process purchase requisitions, purchase orders, and supplier quotations.
• Monitor and track delivery schedules, ensuring timely receipt of goods.
• Maintain supplier database, price lists, and vendor performance records.
• Coordinate with Finance for invoice verification, payment, and documentation.

2. Data Entry & Reporting

• Maintain accurate and up-to-date administrative and purchasing records.
• Ensure accuracy in data entry and timely submission of operational reports.

3. Document Management

• Organize, file, and maintain all purchasing and administrative documentation including requisitions, purchase orders, and licenses.
• Ensure proper filing system for easy retrieval and audit readiness.

4. Communication & Coordination

• Facilitate clear communication between departments, suppliers, and customers.
• Prepare internal memos, correspondence, and notifications as required.

5. HR & Administration Support

• Provide clerical and administrative support to the Site Manager and project team.
• To undertake any and all other duties and responsibilities as so instructed by the Superior.
• Undertake any other functions as directed by the Superior from time to time.

6. Compliance & Record Keeping

• Maintain up-to-date records of business licenses, permits, and certifications related our company
• Ensure all documents are compliant with company policy and relevant authorities’ requirements.

7. Ad Hoc Tasks

• Support any administrative or operational task assigned by Superior.