Site Admin Clerk

Fortress Shares Services Sdn Bhd; Kuantan; On-site; MYR 28,000 - 45,000; Full time

Job summary

Fortress Shares Services Sdn Bhd – Kuantan, Pahang is seeking a site office administrator to assist daily operations, support the Senior Project Manager and HQ HR, and ensure policy implementation and compliance across site staff.

The role involves maintaining leave/attendance records, supervising a junior clerk, managing assets, coordinating with HQ on purchasing, payroll documents, licenses, insurances, and utilities, and ensuring timely reporting and filing.

Responsibilities

• Assist in the effective and smooth execution of daily operation of the Site Office
• Support the Senior Project Manager and the Administration & Human Resources Department (HQ) for all administration and HR related matters
• Ensure the implementation of Company’s policies/SOP and processes and monitor compliance by all site employees
• Support the operational team in administration matters, medical leave, annual leave, attendance cards and overtime reports for salary processing
• Maintain updated leave records of all site employees and verify leave applications before submission to HQ
• Review and modify internal forms to support daily operations
• Ensure attendance data is submitted to HQ for wage calculations
• Update and file documents/records for easy retrieval
• Supervise and train Junior Clerk
• Maintain fixed assets register/master records at site
• Report incidents promptly to superior/HQ
• Assist with submission of documents to local authorities and follow-ups
• Oversee preventive maintenance of site facilities and office equipment
• Issue Purchase Requisitions and coordinate with HQ Purchasing
• Coordinate with HQ to renew insurance policies and road tax for site vehicles
• Liaise with HQ on office supplies and SOP development
• Renew licenses before expiry and display at Site Office
• Ensure timely payment of utilities
• Undertake other duties as assigned
• Maintain confidentiality of all information related to the department

Job description

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Fortress Shares Services Sdn Bhd – Kuantan, Pahang

Job Description

• To assist in the effective and smooth execution of daily operation of the Site Office;
• To support the Senior Project Manager and the Administration & Human Resources Department (HQ) for all administration and HR related matter;
• Ensure the implementation of Company’s policies /SOP and processes and to monitor compliance of same by all site employees;
• To support the operational team in administration matter, medical leave, annual leave, worker punch/attendance card and over time report with prompt submission to HQ for salary processing.
• Responsible and maintain updated leave records of all employees at site including verification on their leave application prior to its submission to HQ.
• Regular review and recommended modification on related internal forms to suit and support in the effectiveness of daily operations;
• Ensure all attendance related information and records are submitted to the HQ on time to facilitate the calculation of wages / salary;
• Ensure all documents / records are updated timely and filed properly for easy retrieval and future references;
• To supervise and train Junior Clerk for competency;
• To keep track and maintain an updated fixed assets register / master records at all times;
• Ensure timely reporting of incidents to the respective superior and/or HQ as immediate as it occurs;
• Assist in the submission of documents to the local authorities, whenever necessary and its subsequent follow-ups;
• Responsible for the preventive maintenance / maintenance of all facilities and office automation within the Site Office, to ensure that these are in good working condition at all times;
• To issue Purchase Requisition and coordinate with HQ Purchasing team for the subsequent delivery and submission of related documents such at Delivery Order, supplier’s invoices etc. for payment processing;
• Assist and coordinate with HQ to ensure that insurance policies and road tax for vehicles at site are renewed on time and to maintain proper updated records of all insurance policies;
• Liaise and coordinate with HQ for the office supplies and to develop related SOP for effectiveness;
• Ensure all related licenses are renewed before its expiry and to display same in the Site Office;
• Follow up to make sure prompt payment on all out-going utilities charges;
• Undertake other responsibilities and duties as may be assigned from time to time by the Superior and/or Management;
• Ensures confidentially of all information in particular matters relating to the department and handles confidential information with utmost confidence;
• This job responsivities shall be subjected to review from time to time.