Office Administrator

Prompt Engineering; Penang; On-site; MYR 39,000 - 58,000; Full time

Benefits offered by this job

Attractive remuneration package

Work-life balance

Job summary

Jora Malaysia is seeking an experienced Administrative Support professional to provide high-level support across the business and be the first point of contact for clients. You will coordinate job bookings, queries, and maintain the internal portal, while handling diary management and office operations with strong English communication.

Responsibilities include processing bookings, quotes, contracts, and project administration, plus stock management and reporting as directed by team leaders.

Qualifications

• Minimum of 3 years in a similar role.
• High level of English communication, written and oral.
• Advanced MS Office (Outlook, Word, Excel) skills.

Responsibilities

• Provide high level administrative support to all areas of the business and be the first point of contact for all clients.
• Coordinate job bookings and client queries; maintain the internal portal.
• Manage and maintain “Notepool.”; action all job bookings and client queries via telephone, email, or internal portal.
• Provide quoting, contract and project management administration support to the management team and staff.
• Assist with diary and calendar coordination, and responses to site or client inquiries.

Skills

Administrative support

Client coordination

Diary management

English communication

Time management

Tools

MS Office

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

A fun and supportive environment with work / life balance

5 days a week

Attractive Remuneration Package

Job Description

Purpose of the position

To provide high level administrative support to all areas of the business and be the first point of contact for all clients, coordinating job bookings, client queries and maintaining the internal portal.

Manage and maintain “Notepool.”

Responsibility to action all job bookings and client queries received via telephone, email or through our internal portal, ensuring that all information is accurately entered in the project and task prior to assigning to a staff member.

Provide quoting, contract and project management administration support to the management team and staff.

Provide administrative support to the management team and staff when required; Including (but not limited to) diary and calendar coordination, coordination of system related issues, advising clients of job status updates, requesting additional information from clients etc.

Manage switchboard, directing calls and taking messages when necessary. Manage call queue and call wait times as required.

Schedule and monitor all site related tasks and daily management of site job flow (as required).

Process online payment from clients when required

Responsible for report writing (directed by Team Leaders), for site inspection reports and any other company reporting requirements.

Monitor/ coordinate quality control systems with documented procedures for soil technicians/ engineers as required.

Regularly maintain and order stock and equipment for site department.

Regularly maintain office supplies and stationary.

Respond to site related queries and direct site technical questions as required.

Create new users and companies, and amend client specific information in the system when requested.

Assist in the development and implementation of marketing and social media material for the company.

Other administrative duties as required.

Good working knowledge of corporate administration practices

High level of English communication skills, strong in both written and oral

Understanding of administrative document management processes

Advanced MS Office (Outlook, Word, Excel) skills

Strong computer skills and understanding of systems (IT & Corporate)

Good attendance and time keeping

Good Interpersonal skills

Minimum of 3 years in a similar role

Ability to deal with busy, high pressure situations

Confidence in communicating in English on all levels