Office Administrator

PROMPT ENGINEERING SDN. BHD.; Penang; On-site; MYR 33,000 - 56,000; Full time

Job summary

PROMPT ENGINEERING SDN. BHD. in Penang is seeking an experienced Office Administrator to provide high-level administrative support across the business and be the first point of contact for clients. You will coordinate job bookings, manage the internal portal, and handle quotes and contracts.

Responsibilities include diary management, system maintenance, handling payments, reporting, and ensuring smooth site operations. Strong English communication and IT/system skills are essential.

Qualifications

• Minimum of 3 years in a similar office administration role.
• Able to handle busy, high-pressure situations with composure.
• Excellent written and spoken English communication.
• First point of contact for clients and internal staff.

Responsibilities

• Coordinate job bookings and client inquiries via phone, email, or internal portal.
• Maintain and update the Notepool and internal system records.
• Prepare quotes, contracts, and project administration support.
• Manage diary/calendar coordination and align with management.
• Process online payments from clients when required.
• Prepare site-related reports and maintain stock and office supplies.

Skills

MS Office proficiency

English communication

Interpersonal skills

Time management

Administrative systems

PC familiarity / IT systems

Tools

Microsoft Office Suite

Job description

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

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• Which of the following languages are you fluent in?
• What's your expected monthly basic salary?
• Which of the following Microsoft Office products are you experienced with?
• How many years' experience do you have as an office administrator?
• Which of the following accounting software are you experienced with?
• How many years of bookkeeping experience do you have?
• Do you have data entry experience?

Engineering & Project Management Services 11-50 employees

We are a subsidiary of an Australian owned Structural Engineering firm located in Georgetown Penang. Our head office is located in Perth Australia.

Our company has proud history in designing and engineering residential, commercial and modular buildings. We have grown rapidly and is expanding our office across Australia and Malaysia. We are an experienced, innovative and dependable consulting engineering firm. As industry experts, we know how engineering projects will achieved.

Consisting of over 35 professionals including civil, structural and geotechnical engineers, specialist engineering consultants and a dedicated support team, our team has extensive experience working in Australia and overseas and are experts in the residential, commercial and modular market.

We promote a proactive attitude toward solving problems and focus on providing a positive and supportive working environment. Our engineers are committed to achieving results and continuously strive to improve the level of performance.

Core values of excellence, support, collaboration and innovation have helped make us a unique and dynamic engineering team. We carry this philosophy through to our client relationships, which is why ours are some of the happiest and most satisfied in town.

We are a subsidiary of an Australian owned Structural Engineering firm located in Georgetown Penang. Our head office is located in Perth Australia.

Our company has proud history in designing and engineering residential, commercial and modular buildings. We have grown rapidly and is expanding our office across Australia and Malaysia. We are an experienced, innovative and dependable consulting engineering firm. As industry experts, we know how engineering projects will achieved.

Consisting of over 35 professionals including civil, structural and geotechnical engineers, specialist engineering consultants and a dedicated support team, our team has extensive experience working in Australia and overseas and are experts in the residential, commercial and modular market.

We promote a proactive attitude toward solving problems and focus on providing a positive and supportive working environment. Our engineers are committed to achieving results and continuously strive to improve the level of performance.

Core values of excellence, support, collaboration and innovation have helped make us a unique and dynamic engineering team. We carry this philosophy through to our client relationships, which is why ours are some of the happiest and most satisfied in town.

What can I earn as an Office Administrator