Administrative Assistant

Pico Hub Services Sdn Bhd; Petaling Jaya; On-site; MYR 33,000 - 56,000; Full time

Job summary

Pico Hub Services Sdn Bhd in Malaysia is seeking an administrative support professional to assist project teams with scheduling, documentation, and procurement tasks. This role emphasizes accuracy, timely processing, and collaboration across departments.

The ideal candidate will coordinate meetings, update progress, manage purchase orders and vendor registrations, and maintain audit-ready records while supporting procurement, finance, and engineering teams.

Qualifications

• Diploma or degree in Business Administration, Project Management, or related field.
• At least 1 year in administrative or project support roles; fresh graduates with relevant skills are encouraged.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook, PowerPoint).

Responsibilities

• Provide day-to-day administrative support to project teams, including scheduling, meeting coordination, and tracking of project milestones.
• Prepare, maintain, and update project documentation such as project files, progress reports, meeting minutes, and action logs.
• Create Purchase Requisitions for project requirements as per company procedures.
• Assist in registering new vendors/subcontractors and guiding them through the registration process.
• Issue Purchase Orders (POs) and ensure all supporting documents are complete and properly filed.
• Process Job Completion and Settlement records accurately and on time.
• Track project costs, purchase orders, and invoices against approved budgets, and flag variances to the Project Manager.
• Coordinate with vendors, subcontractors, site teams, and internal departments to follow up on deliveries, documents, and payments.
• Maintain proper documentation for all project, procurement, and vendor-related activities to ensure audit readiness.
• Create and issue POs, process invoices, and handle CAPEX-related entries and documentation.
• Update project records, job numbers, and cost allocations accurately in the system.
• Generate system reports to support project tracking and management review.
• Perform ad-hoc duties as assigned to support operational efficiency.

Skills

Organizational & time-management

MS Office proficiency

Attention to detail & data entry

Education

Diploma/Degree in Business Administration, Project Management, or related field

Tools

Epicor ERP

Job description

Provide day-to-day administrative support to project teams, including scheduling, meeting coordination, and tracking of project milestones.

Prepare, maintain, and update project documentation such as project files, progress reports, meeting minutes, and action logs.

Create Purchase Requisitions for project requirements as per company procedures.

Assist in registering new vendors/subcontractors and guiding them through the registration process.

Issue Purchase Orders (POs) and ensure all supporting documents are complete and properly filed.

Process Job Completion and Settlement records accurately and on time.

Track project costs, purchase orders, and invoices against approved budgets, and flag variances to the Project Manager.

Coordinate with vendors, subcontractors, site teams, and internal departments (Procurement, Finance, Engineering) to follow up on deliveries, documents, and payments.

Maintain proper documentation for all project, procurement, and vendor-related activities to ensure audit readiness.

Create and issue POs, process invoices, and handle CAPEX-related entries and documentation.

Update project records, job numbers, and cost allocations accurately in the system.

Generate system reports to support project tracking and management review.

Perform ad-hoc duties as assigned to support operational efficiency.

Requirements

Education: Diploma/Degree in Business Administration, Project Management, Supply Chain, or a related field.

Experience: At least 1 year in an administrative or project support role (fresh graduates with relevant skills are encouraged to apply), with some understanding of accounting and procurement processes.

Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).

Familiarity with ERP or procurement systems (e.g., Epicor) is an advantage.

Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.

Excellent attention to detail and accuracy in data entry and record-keeping.