Supply Chain Records Management Admin

Petroleum Sarawak; Kuching; Hybrid; MYR 67,000 - 95,000; Full time

Benefits offered by this job

Dynamic work environment

Competitive compensation

Career development opportunities

Global project exposure

Job summary

PETROS in Kuching, Sarawak is seeking a Documentation & Data Governance officer within the Supply Chain function. You will manage records, tender docs, contracts, and supplier data, ensuring accuracy, traceability, and audit readiness.

Ideal candidates have 1–2 years in supply chain or data management, with strong Excel skills and familiarity with SharePoint or SAP. A pro-active, detail-oriented approach is essential.

Qualifications

• Diploma or Bachelor's Degree in Supply Chain Management, Business Administration, Logistics, Operations Management, Information Management, or related field.
• 1–2 years of experience in supply chain, logistics, data management, reporting, document control, or admin support.
• Proficient in Microsoft Excel, including Pivot Tables, XLOOKUP/VLOOKUP, data validation, and reporting analysis.
• Experience with SharePoint, SAP, Power BI, or other document management/reporting platforms.
• Knowledge of document control, records management, data governance, audit compliance, and retention practices.
• Understand basic supply chain processes including tender management, contract administration, supplier management, and governance requirements.

Responsibilities

• Manage and govern supply chain documentation, records, and data repositories to ensure accuracy, traceability, accessibility, and compliance.
• Maintain document registers, supplier records, contract databases, and tracking logs with proper classification and version control.
• Coordinate and prepare supporting documentation for audits to ensure readiness and compliance.
• Monitor document retention schedules, archiving, and records lifecycle per policies and regulatory requirements.
• Support reporting, data governance, and continuous improvement by collecting data and maintaining records integrity.
• Liaise with stakeholders to obtain information, ensure timely records submission, and support operations and projects.

Skills

Excel advanced

Pivot Tables

XLOOKUP/VLOOKUP

Data validation

Reporting analysis

Education

Diploma or Bachelor’s Degree in Supply Chain/Related field

Tools

SharePoint

SAP

Power BI

Job description

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At PETROS, we aim to achieve sustainable development for Sarawak and the nation through responsible resource management. We embarked on this journey with a purpose: Harnessing Resources for the Sustainable Progress of Sarawak and Beyond. Through innovation, collaboration and a forward-thinking approach, PETROS aims to pioneer solutions that pave the way for a more sustainable and equitable energy future.

Position Overview:

This role is responsible for managing and governing supply chain documentation, records, and data repositories to ensure accuracy, traceability, compliance, and accessibility across the Supply Chain function. The role acts as the custodian of supply chain records, including tender documentation, contracts, supplier records, approvals, and correspondence, while supporting reporting, audit readiness, and compliance requirements.

Key Responsibilities:

• Manage and govern supply chain documentation, records, and data repositories to ensure accuracy, traceability, accessibility, and compliance with corporate requirements.
• Maintain document registers, supplier records, contract databases, and tracking logs, ensuring records are properly classified, version-controlled, and readily retrievable.
• Coordinate and prepare supporting documentation for internal and external audits to ensure audit readiness and compliance with governance standards.
• Monitor document retention schedules, archiving activities, and records lifecycle management in accordance with company policies and regulatory requirements.
• Support reporting, data governance, and continuous improvement initiatives by collecting data, maintaining records integrity, and identifying process enhancement opportunities.
• Liaise with supply chain stakeholders, cross-functional teams, and external parties to obtain required information, ensure timely records submission, and support supply chain operations and projects.

Qualification and Experience:

• Diploma or Bachelor's Degree in Supply Chain Management, Business Administration, Logistics, Operations Management, Information Management, or any related field.
• Minimum 1-2 years of experience in supply chain, logistics, data management, reporting, document control, or administrative support roles.
• Proficient in Microsoft Excel, including Pivot Tables, XLOOKUP/VLOOKUP, data validation, and reporting analysis.
• Experience with SharePoint, SAP, Power BI, or other document management and reporting platforms.
• Knowledge of document control, records management, data governance, audit compliance, and document retention practices.
• Understand basic supply chain processes, including tender management, contract administration, supplier management, and governance requirements.

What We Offer:

• A dynamic and inclusive work environment that fosters growth and innovation.
• Competitive compensation and benefits package.
• Opportunities for professional development and career advancement within a global organization.
• The chance to be part of transformative projects that impact Sarawak and beyond.