Technical Assistant

ELSA; Kampung Malaysia Tambahan; On-site; MYR 33,000 - 67,000; Full time

Job summary

ELSA in Kuala Lumpur, Malaysia is seeking a Technical Assistant to support procurement, document control and broader project admin for Oil & Gas projects.

The role involves preparing PRs/POs, monitoring schedules, processing invoices, and maintaining records with strong MS Office and ERP experience. Diploma holders with 5+ years in similar roles are preferred, along with excellent organizational and communication skills.

Qualifications

• Diploma required in management, finance, business administration, engineering technology or related field.
• Minimum 5 years of experience as a Technical Assistant in engineering/construction or oil & gas.
• Experience using ERP/procurement systems for purchasing and cost tracking.
• Proficient in MS Office; strong English communication skills.
• Strong organizational, administrative and document management abilities.

Responsibilities

• Prepare and process PRs and POs per project requirements and procedures.
• Monitor procurement schedules to ensure timely orders and deliveries.
• Review and process vendor invoices per contractual terms and procedures.
• Coordinate verification of goods received and services completed; resolve discrepancies.
• Monitor project expenditures; maintain cost tracking records and reports.
• Maintain procurement records; close POs and contracts after deliverables and final payment.
• Support budgeting and cash flow planning with expenditure forecasts and payment schedules.
• Track status of procurement activities, service requests, contracts, and documentation.
• Manage project correspondence and ensure accurate records and follow-up.
• Maintain project documentation with version control and traceability.
• Provide admin support to project teams: document control, meetings, reporting.
• Assist in planning and coordinating project events, meetings and workshops.

Skills

English proficiency

Organizational skills

Communication skills

Education

Diploma in related discipline

Tools

Microsoft Office Suite

ERP software

Job description

• Prepare and process purchase requisitions (PRs) and purchase orders (POs) in accordance with project requirements and procurement procedures.
• Monitor procurement schedules to ensure materials, equipment, and services are ordered and delivered in a timely manner to support project execution.
• Review, verify, and process vendor invoices in accordance with contractual terms, company policies, and established procedures.
• Coordinate the verification of goods received and services completed, resolving discrepancies or outstanding issues with vendors as required.
• Monitor project expenditures, maintain cost tracking records, and prepare cost monitoring reports to support budget control and financial management.
• Assist in maintaining procurement records, including the closure of purchase orders and contracts upon completion of deliverables and final payment.
• Support project budgeting and cash flow planning by assisting in the preparation of expenditure forecasts and payment schedules.
• Track the status of procurement activities, service requests, contracts, and related documentation to ensure timely completion.
• Manage incoming and outgoing project correspondence, maintaining accurate records and ensuring prompt distribution and follow-up of documentation.
• Maintain and administer project documentation within the organization's document management system, ensuring proper version control and document traceability.
• Provide administrative support to project teams, including document control, meeting coordination, reporting, and other project-related activities.
• Assist in the planning and coordination of project events, meetings, workshops, and other administrative functions as required.

Position : Technical Assistant

Industry : Oil & Gas

Location : Office, KL

Job Description:

• Prepare and process purchase requisitions (PRs) and purchase orders (POs) in accordance with project requirements and procurement procedures.
• Monitor procurement schedules to ensure materials, equipment, and services are ordered and delivered in a timely manner to support project execution.
• Review, verify, and process vendor invoices in accordance with contractual terms, company policies, and established procedures.
• Coordinate the verification of goods received and services completed, resolving discrepancies or outstanding issues with vendors as required.
• Monitor project expenditures, maintain cost tracking records, and prepare cost monitoring reports to support budget control and financial management.
• Assist in maintaining procurement records, including the closure of purchase orders and contracts upon completion of deliverables and final payment.
• Support project budgeting and cash flow planning by assisting in the preparation of expenditure forecasts and payment schedules.
• Track the status of procurement activities, service requests, contracts, and related documentation to ensure timely completion.
• Manage incoming and outgoing project correspondence, maintaining accurate records and ensuring prompt distribution and follow-up of documentation.
• Maintain and administer project documentation within the organization's document management system, ensuring proper version control and document traceability.
• Provide administrative support to project teams, including document control, meeting coordination, reporting, and other project-related activities.
• Assist in the planning and coordination of project events, meetings, workshops, and other administrative functions as required.

Qualification/Skills:

• Minimum Diploma in Management, Finance, Business Administration, Engineering Technology, or a related discipline.
• Minimum 5 years of experience as a Technical Assistant, preferably supporting engineering, construction, or oil & gas projects.
• Experience using ERP, procurement, or enterprise resource planning systems for procurement, purchasing, and cost tracking.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Good command of English, both written and spoken.
• Strong organizational, administrative, and document management skills with attention to detail.
• Good interpersonal and communication skills with the ability to work effectively with internal stakeholders, vendors, and multidisciplinary project teams.

Note: Only those applicants who meet the above criteria will be contacted as part of shortlisting process