Site Operations Admin & Records Coordinator

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

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.