Job Description

Job Title:

Office Administrator

Department:

Administration / Operations

Reports To:

Project Manager / Managing Director

Job Summary

The Office Administrator is responsible for the day-to-day administrative operations of the electrical contracting office. This role supports management, project teams, and field staff by ensuring smooth coordination of documentation, communication, and office logistics. The position requires strong organizational skills, attention to detail, and familiarity with construction or electrical industry documentation.

Key Responsibilities

1. General Administration

Handle daily office operations including filing, data entry, answering calls, and managing correspondence (emails, letters, quotations). Maintain office supplies, stationery, and equipment inventory. Coordinate with vendors, clients, and suppliers as needed.

2. Documentation & Records

Prepare and maintain project files, job sheets, purchase orders, delivery orders, and invoices. Ensure proper filing and documentation for project submissions, including safety documents, work permits, and compliance forms. Assist in tender or quotation preparation by compiling supporting documents.

3. Financial & HR Support

Record and track petty cash, claims, and basic bookkeeping entries. Assist with payroll preparation (e.g. timesheets, attendance, leave tracking). Coordinate staff documentation such as SOCSO, EPF, and EIS submissions.

4. Project Coordination Support

Liaise with project supervisors and site teams for daily reporting and material requests. Assist in scheduling site inspections, client meetings, and project handovers. Follow up on material deliveries, supplier invoices, and payment records.

5. Compliance & Safety Administration

Maintain records for CIDB, DOSH, TNB, and other regulatory requirements. Update and file safety documentation, permits, and licenses.

Requirements

Education:

Minimum Diploma in Business Administration, Office Management, or equivalent.

Experience:

1-3 years of administrative experience (experience in construction/electrical contracting preferred).

Skills:

Proficient in Microsoft Office (Word, Excel, Outlook). Good written and verbal communication skills in English and Bahasa Malaysia. Strong organizational and multitasking ability. Basic knowledge of project documentation, procurement, or billing is an advantage.

Work Conditions

Office-based, with occasional coordination at project sites. Standard working hours (Monday-Friday, 8am - 5pm). May require occasional overtime to support project deadlines.
Job Type: Full-time

Pay: RM1,800.00 - RM3,000.00 per month

Benefits:

Free parking Opportunities for promotion Professional development
Work Location: In person