Site Admin Assistant

ITS Testing Services (M) Sdn Bhd; West Coast Division; On-site; MYR 36,000 - 60,000; Full time

Job summary

Intertek in Malaysia Sabah is seeking a diligent Site Administrative Assistant to provide day-to-day admin support to the site team and operations. You will maintain site records, manage correspondence, prepare reports, and assist in documentation and compliance tasks to ensure smooth site functioning.

Responsibilities include attendance tracking, staff deployment coordination, site logistics, purchasing support, and liaising with HR and finance.

Responsibilities

• Provide day-to-day administrative support to the site team and operations.
• Maintain and update site records, files, documents and registers.
• Manage incoming and outgoing correspondence, emails and other administrative communications.
• Prepare and submit regular site administrative reports to the Site Manager and head office.
• Ensure proper filing and documentation of site-related records for reference and audit purposes.
• Maintain daily attendance records and timesheets for site employees.
• Compile overtime, leave and other attendance-related information for submission to HR and payroll.
• Assist in coordinating staff deployment, site access and workforce movement.
• Maintain updated records of employee details, emergency contacts and other relevant information.
• Liaise with HR on employee-related administrative matters.
• Coordinate accommodation, transportation and travel arrangements for site personnel where required.
• Assist in coordinating site meetings, appointments and visitor arrangements.
• Monitor and maintain records of office supplies, stationery and other administrative inventory.
• Coordinate with vendors and service providers on site administrative requirements.
• Assist in arranging deliveries, receiving documents and tracking site-related materials.
• Assist in preparing purchase requisitions, invoices, delivery orders and other supporting documents.
• Maintain records of site expenses and supporting documents for submission to Finance.
• Assist in tracking purchase orders, invoices and payment status.
• Prepare administrative reports, schedules and other documentation as required.
• Ensure all records are accurate, complete and submitted within the required timelines.
• Assist in maintaining site safety documentation, including attendance records for safety briefings and training.
• Support the coordination of site inductions and visitor registrations.
• Maintain records of site permits, licenses and other administrative compliance documents as required.
• Ensure administrative activities comply with company policies and site procedures.
• Provide administrative support to the Site Supervisor and other site personnel as required.
• Assist in coordinating communication between site operations and head office.
• Undertake other administrative duties and ad hoc assignments as assigned by the supervisor.

Job description

Provide day-to-day administrative support to the site team and operations.

Maintain and update site records, files, documents, and registers.

Manage incoming and outgoing correspondence, emails, and other administrative communications.

Prepare and submit regular site administrative reports to the Site Manager and head office.

Ensure proper filing and documentation of site-related records for reference and audit purposes.

B. Workforce and Attendance Administration

Maintain daily attendance records and timesheets for site employees.

Compile overtime, leave, and other attendance-related information for submission to HR and payroll.

Assist in coordinating staff deployment, site access, and workforce movement.

Maintain updated records of employee details, emergency contacts, and other relevant information.

Liaise with HR on employee-related administrative matters.

C. Site Logistics and Coordination

Coordinate accommodation, transportation, and travel arrangements for site personnel where required.

Assist in coordinating site meetings, appointments, and visitor arrangements.

Monitor and maintain records of office supplies, stationery, and other administrative inventory.

Coordinate with vendors and service providers on site administrative requirements.

Assist in arranging deliveries, receiving documents, and tracking site-related materials.

D. Documentation and Reporting

Assist in preparing purchase requisitions, invoices, delivery orders, and other supporting documents.

Maintain records of site expenses and supporting documents for submission to Finance.

Assist in tracking purchase orders, invoices, and payment status.

Prepare administrative reports, schedules, and other documentation as required.

Ensure all records are accurate, complete, and submitted within the required timelines.

E. Safety and Compliance Support

Assist in maintaining site safety documentation, including attendance records for safety briefings and training.

Support the coordination of site inductions and visitor registrations.

Maintain records of site permits, licenses, and other administrative compliance documents as required.

Ensure administrative activities comply with company policies and site procedures.

F. Other Duties

Provide administrative support to the Site Supervisor and other site personnel as required.

Assist in coordinating communication between site operations and head office.

Undertake other administrative duties and ad hoc assignments as assigned by the supervisor.

Unlock job insights

Hirer responsiveness Salary match Number of applicants

For more than 130 years, companies around the world have depended on Intertek to help ensure the quality and safety of their products, processes and systems.

We go beyond testing, inspecting and certifying products; we are a Total Quality Assurance provider to industries worldwide. Through our global network of state-of-the-art facilities and industry-leading technical expertise we provide innovative and bespoke Assurance, Testing, Inspection and Certification services to customers. We provide a systemic approach to supporting our customers’ Quality Assurance efforts in each of the areas of their operations including R&D, raw materials sourcing, components suppliers, manufacturing, transportation, distribution and retail channels, and consumer management.

Intertek is an industry leader with more than 46,000 employees in 1,000 locations in over 100 countries. We deliver Total Quality Assurance expertise 24 hours a day, 7 days a week with our industry-winning processes and customer-centric culture. Whether your business is local or global, we can help to ensure that your products meet quality, health, environmental, safety, and social accountability standards for virtually any market around the world. We hold extensive global accreditations, recognitions, and agreements, and our knowledge of and expertise in overcoming regulatory, market, and supply chain hurdles is unrivalled.

Intertek can sharpen your competitive edge

With reliable testing and certification for faster regulatory approval

Through rapid, efficient entry to virtually any market in the world

With Total Quality Assurance across your supply chain

Through innovative leadership in meeting social accountability standards

By reducing cost and minimizing health, safety, and security risks

By becoming a TRUSTED BRAND

For more than 130 years, companies around the world have depended on Intertek to help ensure the quality and safety of their products, processes and systems.

We go beyond testing, inspecting and certifying products; we are a Total Quality Assurance provider to industries worldwide. Through our global network of state-of-the-art facilities and industry-leading technical expertise we provide innovative and bespoke Assurance, Testing, Inspection and Certification services to customers. We provide a systemic approach to supporting our customers’ Quality Assurance efforts in each of the areas of their operations including R&D, raw materials sourcing, components suppliers, manufacturing, transportation, distribution and retail channels, and consumer management.

Intertek is an industry leader with more than 46,000 employees in 1,000 locations in over 100 countries. We deliver Total Quality Assurance expertise 24 hours a day, 7 days a week with our industry-winning processes and customer-centric culture. Whether your business is local or global, we can help to ensure that your products meet quality, health, environmental, safety, and social accountability standards for virtually any market around the world. We hold extensive global accreditations, recognitions, and agreements, and our knowledge of and expertise in overcoming regulatory, market, and supply chain hurdles is unrivalled.

Intertek can sharpen your competitive edge

With reliable testing and certification for faster regulatory approval

Through rapid, efficient entry to virtually any market in the world

With Total Quality Assurance across your supply chain

Through innovative leadership in meeting social accountability standards

By reducing cost and minimizing health, safety, and security risks

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