ADMINISTRATIVE EXECUTIVE

ITRAMAS Corporation; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

Join a leading Malaysian engineering company specializing in green technology and public works as an Administration Executive. You will handle HR and administrative tasks, ensure compliance, and support project management activities. We are looking for someone with strong organizational and communication skills, ideally with a degree in Business Administration or HR, and experience in the solar industry is a plus.

Qualifications

• 1–3 years of relevant experience in the solar EPC industry is advantageous.
• Experience with asset management systems is preferred.
• Knowledge of industry regulations and best practices.

Responsibilities

• Assist in recruitment, hiring, and onboarding of new employees.
• Manage office operations and ensure efficient workflow.
• Coordinate with vendors for office maintenance and procurement.

Skills

Organizational skills

Communication skills

Problem-solving skills

Attention to detail

Multitasking

Education

Bachelor’s degree in Business Administration

Bachelor’s degree in HR or related field

Tools

Microsoft Office

HRIS

Project Management Tools

Job description

Is responsible for handling both human resources (HR) and administrative tasks within an organization. Their role ensures smooth operations related to employee management, office administration, and compliance with policies.

1.1 HR Duties:

Responsible for front desk office management.

In charge of attendance and leave records management.

Assist in recruitment, hiring, and onboarding of new employees.

Assist in maintaining and updating employee records, files and HR databases.

Assist in employee relations, grievances, and conflict resolution.

Assist in processing staff claim.

Ensure compliance with labor laws, company policies and HR procedures.

Handle employee queries and grievances in a professional manner.

Assist in organizing employee engagement activities, training, and performance evaluations.

1.2 Administrative Duties:

Oversee office operations and ensure efficient workflow.

Oversee office supplies inventory and ensure timely procurement.

Coordinate with vendors for office maintenance, repairs, and services.

Manage office equipment and facility maintenance.

Assist in meetings, events, and travel arrangements.

Handle correspondence, documentation, and filing.

Assist in budget planning and expense tracking.

Ensure health and safety compliance in the workplace.

Is responsible for overseeing an organization's assets, ensuring they are properly recorded, maintained, utilized, and disposed of efficiently. This role is crucial in tracking and optimizing assets that are essential for cost control and operational efficiency.

2.1 Asset Tracking & Inventory Management:

Maintain an up-to-date business license, inventory of company assets, including equipment, machinery, vehicles, and property.

Assign and track assets issued to employees or departments.

Conduct regular asset audits and reconciliation to ensure accurate records.

Issuance of documentations eg PO, GRN, DO etc.

2.2 Asset Acquisition & Disposal:

Assist in the procurement process of new assets, ensuring compliance with budget and policies.

Monitor asset lifecycle and recommend repairs, upgrades, or replacements.

Manage asset disposal processes, ensuring compliance with company policies and regulations.

Schedule and coordinate asset maintenance, inspections, and servicing.

Ensure assets are used efficiently to maximize their value and lifespan.

Develop strategies to minimize asset depreciation and operational downtime.

2.4 Compliance & Documentation:

Maintain detailed records of asset movements, depreciation, and valuation.

Ensure compliance with asset management policies, industry regulations, and financial reporting standards.

Prepare reports on asset status, usage trends, and cost analysis for management review.

3.0 PROJECT ADMININSTRATOR (PROCUREMENT & LOGISTIC)

Is responsible for assisting in the planning, execution, and completion of projects by coordinating tasks, resources, and communications among stakeholders. This role is to ensure projects are delivered on time, within scope, and within budget.

3.1 Procurement Support

Assist in developing procurement plans aligned with project timelines and solar system designs.

Source quotations for solar-specific materials such as PV panels, inverters, mounting systems, cabling, and electrical components.

Coordinate with engineering and project teams to ensure technical specifications are met in procurement.

Track approvals, and maintain records of procurement activities.

Follow up with suppliers and contractors to ensure on-time delivery and address delays or discrepancies.

3.2 Logistics Coordination

Coordinate delivery schedules for solar equipment and materials to project sites, including remote or rural locations.

Track and report the movement of goods, ensuring timely and secure transport.

Organize unloading, site storage, and safe handling procedures in line with solar equipment handling standards.

3.3 Administration (Project related)

Maintain accurate and up-to-date documentation of procurement and logistics processes.

Prepare regular progress reports for project managers, highlighting key procurement and delivery milestones.

Support the finance team with invoice processing, budget tracking, and cost reconciliation.

Coordinate internally between procurement, warehouse, logistics, and site installation teams to streamline operations.

Maintain supplier database specific to solar energy components and services.

Evaluate and document vendor performance based on quality, delivery time, and pricing.

Monitor inventory of spare parts and consumables for solar systems and ensure timely reordering.

3.5 Compliance & Quality

Ensure all procurement and logistics activities comply with project contracts, health & safety standards, and environmental regulations.

Support quality control processes by ensuring documentation (e.g., product datasheets, warranties, certificates) are collected from vendors.

Keep updated with relevant industry regulations, especially those relating to solar imports and environmental compliance.

REQUIREMENTS

Education & Experience:

Bachelor’s degree in Business Administration, Management, HR, Engineering, Construction Management, or a related field.

1–3 years of relevant experience in the respective role specifically in solar EPC industry will be an advantages

Technical Skills:

Proficiency in Microsoft Office (Word, Excel, PowerPoint).

Experience with relevant software (HRIS, EDMS, Asset Management Systems, or Project Management Tools).

Strong organizational and documentation skills.

Excellent communication and interpersonal skills.

Strong problem-solving and analytical thinking.

Ability to multitask, prioritize, and meet deadlines.

Attention to detail and accuracy.

Other Requirements:

Knowledge of industry regulations and best practices.

Ability to work independently and as part of a team.

High level of integrity and confidentiality.

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Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as an Administration Executive? Which of the following Microsoft Office products are you experienced with?

Established in 1999, ITRAMAS Corporation is the leading Malaysian engineering company in green technology and public works. ITRAMAS has extensive experience in implementing large-scale public projects for the government in advanced engineering and green technology sectors covering both Renewable Energy (RE) & Energy Efficiency (EE).

Established in 1999, ITRAMAS Corporation is the leading Malaysian engineering company in green technology and public works. ITRAMAS has extensive experience in implementing large-scale public projects for the government in advanced engineering and green technology sectors covering both Renewable Energy (RE) & Energy Efficiency (EE).

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