Assistant, Administration (Batu Gajah, Perak)

UEM Edgenta; Batu Gajah; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading asset management company is looking for an Assistant, Administration in Batu Gajah, Perak. The role involves managing procurement processes, maintaining financial records, preparing payroll documentation, and ensuring compliance with health and safety regulations. Candidates should have a High School Certificate and 1-3 years of relevant experience. Strong teamwork and independent work abilities are essential. The position offers exposure in a dynamic environment focused on optimizing assets and improving lives.

Qualifications

• High School Certificate with specialization in Office Administration or Human Resources.
• 1-3 years of experience in a related field.
• Ability to work independently and collaboratively with others.

Responsibilities

• Create and manage RFQs, purchase orders, and invoices.
• Maintain petty cash and reimbursement processes.
• Update financial data in relevant systems to ensure integrity.
• Prepare and manage correspondence and office supplies.
• Record minutes of meetings and manage training events.
• Prepare payroll documentation and maintain staff data in HR systems.
• Ensure compliance with health and safety regulations.

Skills

Office Administration

Human Resources

Procurement

Team Collaboration

Education

High School Certificate

Job description

Assistant, Administration (Batu Gajah, Perak)

• Create Request for Quotation (RFQ), Purchase Requisition, Quotation Comparison and Purchase Order and Invoices monitoring (System and hardcopy) to enable company procurement process in accordance to company’s policies and procedures.
• Maintain Petty Cash / Reimbursement process according to the Standard Operating Procedure (SOP) in a timely manner to support business operations.
• Update financial data accurately and timely in Engineering Cleansing Linen Inventory Procurement (eCLIP) Asset and Services Information System (ASIS) to ensure financial data integrity for effective decision making. Coordinate monthly service fees and other invoices as well as statement of accounts to MOH.
• Prepare, distribute and upkeep correspondence memos, notifications, letters, faxes and forms as per Healthcare Support Services management direction. Maintain files with confidentiality in an easily accessible format (document filling). Manage office supplies to sustain stock levels for daily operations in a cost-effective manner.
• Prepare minutes of operational meetings in a timely and accurate manner to support operation decision-making. Manage training and events arrangement such as booking of venues, set up training materials and equipment, and compile evaluation forms to contribute to the effectiveness of training and events.
• Prepare payroll documentations and reports by calculating staff overtime claims, final salary documentations for resignations, absconded and retiring staffs, and monthly Performance Incentive Scheme (PIS) forms in an accurate and timely manner.
• Update and record staff data in HR system including staff personal files in a timely manner to ensure staff receives their entitlement accordingly and for effective management decision making.
• Prepare documentation for staff’s uniforms, safety shoes, ID badges, etc. and distribution process to support staff’s readiness to work at site. Respond to staff or public requirement on HR's forms such as Travel Requisition Form (TRF) for accommodation and travel.
• Facilitate and collaborate with services on the individual development plan, training needs and other learning initiatives set by the Company.
• Comply with Health, Safety, Security & Environment (HSSE) regulation at workplace. Support company programmes and activities such as related to HSSE and LEAN e.g. toolbox session at agreed frequency set by management.

Job Requirements:

• High School Certificate. Specialised in: Office Administration, Human Resources/Procurement.
• At least 1-3 years of working experience in the related field is required for this position.
• Independent and adept at working in groups, with the ability to interact with all levels of personnel.

UEM Edgenta is the region’s leading Asset Management & Infrastructure Solutions company. We are listed on Bursa Malaysia (KLSE: EDGENTA) with a clear vision to Optimise Assets and Improve Lives.

We promise the Edgenta Way of delivering quality services to our clients by going beyond standards and offering technology-based solutions as a promise of efficiency, anchored upon a mindset to ensure safety across our operations for the benefit of all our stakeholders.

Our expertise covers Healthcare Support and Property & Facility Solutions within our Asset Management segment, and Infrastructure Services, along with Asset Consultancy within Infrastructure Solutions.

We offer our clients a full suite of services throughout their asset life cycle, which includes consultancy, procurement and construction planning, operations and maintenance, as well as optimisation, rehabilitation and upgrades.

UEM Edgenta is currently present in Malaysia, Singapore, Indonesia, Taiwan and the United Arab Emirates.