Finance Admin Assistant

Pengerang Gas Solutions Sdn Bhd; Pengerang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading gas solutions company in Pengerang seeks a professional to manage documentation and ensure ISO compliance. The role requires a Bachelor's in Accounting and a minimum of 2 years in a manufacturing setting. Responsibilities include documentation life cycle management and assisting in financial administration. Ideal candidates should be flexible, professional, and team-oriented, ready to contribute to operational excellence.

Qualifications

• Minimum 2 years working experience in a manufacturing organization.

Responsibilities

• Manage organizational documentation through the document life cycle.
• Ensure all documentation adheres to ISO standards.
• Assist head of the field office in administration and finance matters.
• Ensure compliance of administration, finance and policies.

Skills

Flexibility

Professional

Computer Literate

Effective Communication

Education

Bachelor’s Degree in Accounting or related discipline

Job description

Executes the management strategy at PGSSB, in alignment with PGSSB’s established policies, standards, goals and objectives. Supports plant reliability with a strong sense of responsibility and commitment within a team.

Key Accountabilities

1. Document Management

• Manage organizational documentation through the document life cycle.
• Manage documents and records across departments, ensure all documents are up-to-date and easily accessible.
• Work with in‑house departments to identify and investigate the need for documents of various types.
• Manage digital records system and notify personnel of updated document versions and how to access them.
• Ensure all documents and files have the appropriate document management version control protocols in place.
• Analyze and control all documentation related to business activities within contractual requirements and Company procedure (including confidentiality).
• Handle and register all outgoing and incoming transmittal according to sustainability document control procedure.
• Collect information for reports, prepare and issue as directed periodical work reports as required by internal stakeholders.
• Ensure the security, accessibility, and proper distribution of organizational documents.
• Plan and conduct meetings and presentations related to document management.
• Be able to create document fixed formats for templates.
• Maintain updated records of all approved documents and their distribution clearly.
• Work with all departments to put and place a Management of Records system to compliment the Document Management system and meet the Project team requirements.
• Control the forms used to record data onto records and ensure the records stay controlled as they are used, stored, and preserved.
• Responsible for all duties necessary to create, edit, review, upload, copy, scan etc., to ensure Document Management is functional and successful.
• Manage the coordination and hand back documentation to the client/user.
• Represent the Company document management working groups.
• Undertake any other ad hoc duties assigned by the HOD/Management.

2. ISO Compliance

• Ensure all documentations adheres to ISO standards and company procedures (Finance, Commercial and SCM).
• Develop, implement and manage document control procedures and protocols to ensure compliance with ISO standard.
• Implement and maintain ISO‑related processes and system.
• Prepare & arrange for ISO Internal and External Audits.
• Provide support for documentation‑related queries and issues.

3. Administrative

• Assist the head of the field office in administration and finance matters to ensure an effective management of the financial resources according to the PGSSB procedures.
• Ensure compliance of administration, finance and policies and procedures.
• Ensure payables are managed smoothly and efficiently in accordance with PGSSB procedures and with accuracy and completeness.
• Ensure that all payments are done in a timely manner.
• Ensure that transactions are processed daily in the system and that they are accurate and complete.
• Provide clerical and administrative support to Finance Head.

5. Mindset, Behaviour and Culture

• Adhere and be guided by all the code of conduct and business ethics policies from Shareholder’s company.
• Possess a high sense of commitment, ownership, integrity, and loyalty that contributes to PGSSB’s operational excellence.

Key Interfaces

• General Manager
• PGSSB Head of HSSE
• PGSSB Head of HR & Admin
• PGSSB Head of Finance
• PGSSB Head of Technical
• Training Provider
• Customers

Required Qualifications, Experience, Skills & Behaviours

Qualifications & Experience

• Bachelor’s Degree in Accounting or related discipline.
• Minimum 2 years working experience in a manufacturing organization.

Skills

• Flexibility
• Professional
• Computer Literate
• Effective Communication

Critical Behaviours

• Able to handle stress and work pressure.
• Able to work in a team.