Project Admin & Document Control Specialist

Elsa Talent; Kuala Lumpur; On-site; MYR 48,000 - 60,000; Full time

Job summary

Elsa Talent is seeking a proactive Administrative Assistant to support day-to-day project and office operations in Kuala Lumpur. You will handle meetings, minutes, reports, and document control to ensure accurate records and smooth workflows.

The role requires 3+ years in admin, strong MS Office skills, and excellent English communication. You will coordinate logistics, onboarding, travel, and supplier interactions while maintaining audit-ready documentation.

Qualifications

• Diploma or equivalent qualification in Business Administration, Office Management, Document Control, or a related field.
• Minimum 3 years of experience in administrative, receptionist, document control, or project support roles, preferably within Oil & Gas, engineering, construction, or project-based environments.
• Familiarity with document management systems, filing procedures, and administrative workflows.
• Strong organizational skills with excellent attention to detail in document handling and record management.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Good command of English with the ability to communicate effectively with internal and external stakeholders.
• Strong interpersonal and communication skills with a professional and positive attitude.
• Ability to manage multiple tasks, prioritize workload, and work effectively in a fast-paced project environment.

Responsibilities

• Provide comprehensive administrative and clerical support to ensure smooth and efficient day-to-day project and office operations.
• Coordinate administrative activities, meetings, schedules, and logistics, including preparation of meeting materials, minutes of meetings, and follow-up actions.
• Assist in preparing, formatting, compiling, and consolidating reports, correspondence, presentations, and other project-related documents.
• Manage office supplies, facilities, and equipment to ensure availability and proper functionality.
• Support administrative activities related to procurement, contracts, and project documentation, including record tracking and filing.
• Serve as the first point of contact for visitors, stakeholders, and external parties by providing professional reception and handling general enquiries.
• Manage incoming and outgoing communications, including emails, telephone calls, courier services, and correspondence distribution.
• Coordinate visitor registration, access arrangements, meeting room bookings, and general office logistics.
• Maintain proper organization and control of project documents, including electronic and hardcopy records, ensuring easy retrieval and traceability.
• Register, update, track, and maintain document records, including revisions, submissions, transmittals, and distribution status.
• Ensure timely filing, archiving, retrieval, and compilation of project documentation throughout the project lifecycle.
• Support document compilation, handover, and project close-out activities to ensure complete and accurate documentation.
• Maintain document management processes in accordance with established procedures and quality requirements.
• Ensure administrative and document records are properly maintained for audit readiness and compliance purposes.
• Support internal and external audit activities by providing relevant administrative records and documentation.
• Coordinate with internal teams, contractors, and external stakeholders on administrative and documentation matters.
• Assist with employee onboarding and offboarding arrangements, including preparation of required documents and administrative support.
• Support travel arrangements, accommodation, logistics coordination, and site-related administrative requirements when required.

Skills

Strong organizational skills

Attention to detail

Effective communication

Multitasking

Education

Diploma in Business Administration

Office Management

Document Control

Project Support

Tools

Microsoft Office Suite

Document Management Systems

Job description

Elsa Talent is seeking a proactive Administrative Assistant to support day-to-day project and office operations in Kuala Lumpur. You will handle meetings, minutes, reports, and document control to ensure accurate records and smooth workflows.

The role requires 3+ years in admin, strong MS Office skills, and excellent English communication. You will coordinate logistics, onboarding, travel, and supplier interactions while maintaining audit-ready documentation.