Clerical Officer (SPM)

Hexamatics Servvcom Sdn Bhd; Kuala Lumpur; On-site; MYR 42,000 - 54,000; Full time

Job summary

Hexamatics Servvcom Sdn Bhd is seeking a capable Administrative Assistant to provide efficient support to the JP1 department, following standard procedures and policies. You will help with document management, records maintenance, inventory tracking and staff administration in a fast-paced environment.

You will assist with budget coordination, department events, and ensure professional communication with internal teams and external parties.

Qualifications

• Two years of office administration experience.
• Experience in document management, data entry, data mining and good communication with external parties.

Responsibilities

• Provide general administrative support, including collecting mail, scanning and recording documents, and distributing documents.
• Record backlog documents for disposal or archiving per Arkib Negara and JHM guidelines.
• Lodge soft copies of documents in shared folders and SharePoint.
• Maintain accurate inventory records for IT equipment, paintings, and assets.
• Maintain staff movement records in Kijang.Net, Teams and WhatsApp.
• Maintain records of staff attending external courses and training, locally and overseas.
• Assist in coordinating and managing the annual department budget.
• Support department events such as recognition programmes, teambuilding activities, Hari Raya celebrations and Chinese New Year celebrations.
• Assist the Department Risk Officer in managing relevant systems and safeguarding documents per policies.
• Provide backup support to other administrative team members.
• Maintain accurate records, organize documents, and follow established procedures.
• Communicate professionally with internal teams and external parties when coordinating administrative matters.

Skills

Data entry

Data mining

Communication skills

Document management

Education

SPM

Tools

SharePoint

Kijang.Net

Microsoft Teams

aNota/eReview

Job description

Provide efficient and effective administrative support to the JP1 department in line with standardised procedures, guidelines and organisational policies. The role supports document management, records maintenance, inventory tracking, staff administration, budget coordination, departmental events and other operational activities.

Key responsibilities

Provide general administrative support, including collecting mail from the Mail Unit, scanning and recording documents in aNota/eReview, and distributing documents to the respective divisions.

Work as part of a team to record backlog documents from Compactus identified for disposal or archiving in accordance with guidelines issued by Arkib Negara and JHM.

Assist supervisors in lodging soft copies of documents in shared folders and SharePoint.

Maintain accurate inventory records for IT equipment, paintings and other departmental assets.

Maintain staff movement records in Kijang.Net directory, Teams and WhatsApp.

Maintain records of staff attending external courses and training, including local and overseas programmes.

Assist the Senior Supervisor and Deputy Director in coordinating and managing the annual budget.

Assist in managing department-wide events, including recognition programmes, teambuilding activities, Hari Raya celebrations and Chinese New Year celebrations.

Assist the Department Risk Officer in managing relevant systems and folders and safeguarding documents in line with BNM's organisational policies.

Provide backup support to other administrative team members when required.

Maintain accurate records, organise documents systematically and follow established administrative procedures.

Communicate professionally with internal teams and external parties when coordinating administrative matters.

What we're looking for

QUALIFICATIONS

Academic Qualifications: SPM

Experience: At least 2 years' working experience in office administration. Experience in document management, data entry, data mining and good communication skills, especially with external parties, are required.