Project Admin Assistant

Potential Systems Solution Sdn Bhd; Shah Alam; On-site; MYR 33,000 - 61,000; Full time

Job summary

Potential Systems Solution Sdn Bhd in Shah Alam is seeking an Administrative Assistant (Document & Data Control) to manage, organize, and maintain company documents and records in accordance with procedures. The role supports project and office teams, ensuring revision control, timely filing, and accurate data entry, while coordinating with suppliers and internal departments.

The successful candidate will maintain document control logs, prepare reports, and assist with ad hoc administrative

Qualifications

• Diploma or Certificate in Business Administration, Office Management, or a related field.
• Minimum 1-3 years of administrative or document control experience.
• Experience in the construction, engineering, or M&E industry is an advantage.

Responsibilities

• Maintain and control all project and company documents, including drawings, quotations, purchase orders, delivery orders, invoices, and correspondence.
• Ensure all documents are properly filed, indexed, and easily retrievable in both hardcopy and electronic formats.
• Register, track, distribute, and archive incoming and outgoing documents.
• Maintain document revision history and ensure only the latest approved versions are in use.
• Update and maintain document control logs, registers, and databases.
• Assist in preparing reports, spreadsheets, and project documentation.
• Coordinate with suppliers, clients, consultants, and internal departments regarding documentation.
• Monitor document submission deadlines and follow up with relevant parties.
• Perform data entry accurately and maintain confidential records.
• Prepare meeting minutes, letters, and other administrative documents.
• Assist the Purchasing and Project teams with administrative documentation.
• Maintain office filing systems and ensure compliance with company document control procedures.
• Perform ad hoc administrative tasks and special assignments as instructed by Management from time to time.
• Carry out additional duties and responsibilities assigned by the immediate supervisor or Management as required.
• Provide administrative support for urgent requests and special projects to ensure smooth daily operations.
• Assist different departments with administrative and documentation tasks when required.
• Respond promptly to Management's requests and complete assigned tasks within the required timeline.
• Undertake other duties reasonably assigned by the Company.

Skills

Document management

Attention to detail

MS Office

Communication skills

Prioritization

Teamwork

Data entry

ISO procedures (adv)

Record-keeping

DMS experience (adv)

Education

Diploma or Certificate in Business Administration/Office Management

1-3 years admin/document control experience

Tools

Document Management System (DMS)

Microsoft Office Suite

Job description

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The Administrative Assistant (Document & Data Control) is responsible for managing, organizing, and maintaining company documents and records. The role ensures that all documentation is properly controlled, updated, filed, and distributed according to company procedures while providing administrative support to the project and office teams.

• Maintain and control all project and company documents, including drawings, quotations, purchase orders, delivery orders, invoices, and correspondence.
• Ensure all documents are properly filed, indexed, and easily retrievable in both hardcopy and electronic formats.
• Register, track, distribute, and archive incoming and outgoing documents.
• Maintain document revision history and ensure only the latest approved versions are in use.
• Update and maintain document control logs, registers, and databases.
• Assist in preparing reports, spreadsheets, and project documentation.
• Coordinate with suppliers, clients, consultants, and internal departments regarding documentation.
• Monitor document submission deadlines and follow up with relevant parties.
• Perform data entry accurately and maintain confidential records.
• Prepare meeting minutes, letters, and other administrative documents.
• Assist the Purchasing and Project teams with administrative documentation.
• Maintain office filing systems and ensure compliance with company document control procedures.
• Perform ad hoc administrative tasks and special assignments as instructed by Management from time to time.
• Carry out additional duties and responsibilities assigned by the immediate supervisor or Management as required.
• Provide administrative support for urgent requests and special projects to ensure smooth daily operations.
• Assist different departments with administrative and documentation tasks when required.
• Respond promptly to Management's requests and complete assigned tasks within the required timeline.

Undertake any other duties that are reasonably assigned by the Company from time to time.

Experience/Skills

• Strong document management and organizational skills.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience with document management systems (DMS) is an advantage.
• Good communication and interpersonal skills. Ability to prioritize tasks and meet deadlines.
• Able to work independently and as part of a team.
• Strong data entry and record-keeping skills.
• Knowledge of ISO document control procedures is an advantage.100% accuracy in document filing and data entry.
• Timely submission and distribution of project documents.
• Zero loss of important project documents.
• Up-to-date document registers and revision control.
• Compliance with company document control procedures.
• Efficient retrieval of requested documents within the required timeframe.

Qualifications/Training:

• Diploma or Certificate in Business Administration, Office Management, or a related field.
• Minimum 1-3 years of administrative or document control experience.
• Experience in the construction, engineering, or M&E industry is an advantage.