Office Administrator / Secretary

Elsa Talent Solutions Sdn. Bhd.; Sungai Udang; On-site; MYR 36,000 - 60,000; Full time

Job summary

Elsa Talent Solutions Sdn. Bhd. is seeking an experienced admin/secretarial professional to support the Production department in a 12-month contract.

The role involves rostering, audit coordination, document control, and vendor invoice verification. Applicants should have a diploma/degree in business administration or office management, 1–5 years of experience, and strong MS Office skills. SAP knowledge is preferred; oil & gas or plant experience is an advantage.

Qualifications

• Diploma or degree in business/admin.
• 1-5 years of admin/secretarial experience.
• Proficient in MS Office, especially PowerPoint and Excel.
• SAP knowledge is required.
• Experience in invoicing or budget tracking is an advantage.
• Experience in oil & gas/plant environment is an advantage.
• Detail-oriented and able to coordinate with multiple stakeholders.
• Willing to work additional hours and travel when required.

Responsibilities

• Prepare the weekly Plant Standby Roster.
• Schedule and track Department Audit and HSSE Audit activities weekly/monthly.
• Manage the plant's documentation system and procedures, including safekeeping of vital records.
• Verify up to 100 invoices a month and track payment records to prevent double charging by vendors.
• Assist with OPEX/CAPEX budget data entry, analyse trends and highlight variances.
• Obtain approvals across systems such as SMART GEP, PR, PO, MWO, SES, KOFAX and digital signatures for Critical Lifting and JHA.
• Manage office consumables and procurement, and monitor inventory levels monthly.
• Provide administrative support to the GM Production office and the wider Production Department

Skills

Detail-oriented

Stakeholder management

Multitasking

Communication

Education

Diploma / Degree in Business Administration or Office Management

Tools

SAP

Microsoft Office

PowerPoint

Excel

Job description

Note : This is a 12-months contract basis job

Responsibilities

• Prepare the weekly Plant Standby Roster
• Schedule and track Department Audit and HSSE Audit activities on a weekly and monthly basis
• Manage the plant's documentation system and procedures, including the safekeeping of vital records
• Verify up to 100 invoices a month and track payment records to prevent double charging by vendors
• Assist with OPEX/CAPEX budget data entry, analyse trends and highlight departmental variances each month
• Obtain approvals across systems such as SMART GEP, PR, PO, MWO, SES, KOFAX and digital signatures for Critical Lifting and JHA
• Manage office consumables and procurement, and monitor inventory levels monthly
• Provide administrative support to the GM Production office and the wider Production Department

Requirement

• Minimum Diploma / Degree in Business Administration, Office Management or a related field
• 1-5 years of experience in office administration or secretarial roles
• Strong proficiency in Microsoft Office, especially PowerPoint and Excel
• Working knowledge of SAP
• Experience in invoice verification, budget tracking or procurement is an advantage
• Experience in an oil & gas, petrochemical or plant environment is an advantage
• Detail-oriented, well organised and able to work with multiple stakeholders
• Willing to work additional hours and travel when required