Executive, Administration

OSK Construction Sdn Bhd (A member of OSK Group); Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

OSK Construction Sdn Bhd (A member of OSK Group) is seeking an Executive, Administration to provide clerical support and liaison with government bodies for administrative and operational matters at our HQ in Kuala Lumpur.

You will handle procurement, asset transfers, and utility billing, assist with ISO compliance, and support the team during peak periods, contributing to a smooth, compliant office environment in a fast-paced construction HQ.

Qualifications

• Diploma/Degree in Business Administration, Management, HR or related field.
• 2–4 years of relevant administrative experience, preferably in construction, property or engineering.
• Experience liaising with government authorities (Immigration, JTK, CIDB) and foreign worker matters.
• Strong administrative, documentation and coordination skills with attention to detail.

Responsibilities

• Provide administrative support to ensure efficient operations at the corporate office.
• Raise purchase requisitions and POs for office stationery, assets, and site needs.
• Handle invoices, GRN processing, and utilities coordination for project sites.
• Maintain ISO/SIRIM-compliant filing, archives and audit readiness.
• Cover team duties during absence and support ESG reporting via utility invoices.

Skills

Administrative coordination

Document management

Attention to detail

Time management

Education

Diploma/Degree in Business Administration, Management, HR or related

Job description

This role will be hired under the construction arm of the OSK Group, namely OSK Construction Sdn Bhd.

OSK Construction is responsible for construction and project execution, mainly for OSK Group’s property development projects and selected external jobs.

We are currently looking for an Executive, Administration to provide administrative support including handling clerical functions and liaising with relevant authorities and government bodies on administrative and operational matters.

ROLE POSITIONING AND OBJECTIVES

This role will be responsible to provide administrative support to ensure the efficient operation of the office and for handling clerical functions in the corporate office.

WHAT YOU WILL OWN

1. Administrative Operations

• Raise purchase requisitions and PO for office stationery, maintenance items, and assets, including sourcing and stock monitoring for HQ.
• Attend to site requisition including quotation sourcing and PO issuance for site assets, service & maintenance, and coordinate site delivery and distribution.
• Coordinate and update asset transfer between sites for accurate tracking of asset for office equipment and furniture.
• Liaise with GIT and compile documentation after reviewing the asset list for the disposal of damaged or obsolete company assets, in compliance with company and Group policies.
• Prepare desk phone setup, assign drawer keys to new hire, and arrange corporate t-shirt issuance after he/ she completes one month of service.
• Prepare and compile documents for new utility applications and terminations for site and office setups.
• Liaise with site teams and utility authorities (e.g., TNB, Syabas, Telekom) for activation, deactivation, and deposit refunds.

2. Invoice, GRN Handling & Utilities Updates

• Key in and upload the DO for office delivery to generate the GRN in the system, ensuring it matches with the PO. Key in the supplier invoice to complete the three-way matching process and submit it for approval.
• Access to website to download all utility bills (e.g., electricity, water, internet) and follow up monthly invoice (e.g., Tea Lady, monthly office / parking rental, plotter) for timely submission to finance.
• Coordinate with site representatives to allocate utility usage across shared project phases, and flag any irregularities for further review and action.

3. ISO Compliance

• Update and verify file references recorded in admin filing register and maintain an organized filing system in compliance with ISO and SIRIM standards, including conducting self-checks prior to audits.
• Maintain and update admin document archiving by ensuring all files are complete and properly indexed, transferring them to appropriate long-term storage (physical or digital), and specifying the applicable retention policies.
• Maintain and update admin document archiving by ensuring all files are complete and properly indexed, transferring them to appropriate long-term storage (physical or digital), and specifying the applicable retention policies.
• Act as an internal ISO auditor for pre-audit exercises when selected by the QSHE department.
• Evaluate vendors by conducting annual performance ratings as part of the SIRIM audit process, and blacklist any non-performing vendors accordingly.

4. Assist in covering team members’ duties during their absence to ensure continuity of administrative support.

5. Upload all utilities invoices as supporting documents for ESG reporting.

6. To carry out any other duties as and when instructed by the Management from time to time.

ESSENTIAL EXPERIENCE, SKILLS, AND KNOWLEDGE

• Diploma/Degree in Business Administration, Management, Human Resources or a related field.
• Minimum 2–4 years of relevant administrative experience, preferably within the construction, property or engineering industry.
• Experience in liaising and coordinating with government authorities and relevant agencies, particularly matters related to foreign workers and manpower administration.
• Familiar with dealing with authorities such as Immigration Department, Jabatan Tenaga Kerja (JTK), CIDB, and other relevant government departments/agencies.
• Experience in handling foreign worker-related matters, including documentation, applications, renewals, permits, work passes and related administrative processes.
• Strong administrative, documentation and coordination skills with good attention to detail.
• Able to work independently, manage multiple tasks and meet deadlines in a fast-paced construction HQ environment.