Admin Assistant
Job Summary
As an Admin Assistant, you will be the backbone of daily operations by keeping records tidy, coordinating logistics, and supporting engineers and site staff. You will build foundational office skills, expand your professional network, and gain practical experience in document control and vendor communication. This role offers an opportunity for fresh graduates and entry-level candidates to develop core competencies in an engineering support environment.
Responsibilities
- Manage reception and office supplies inventory
- Maintain physical and digital project documents
- Coordinate with suppliers, site staff, and internal teams
- Assist Finance and HR with invoices and documents
Required Skills
- SPM, Certificate or Diploma in relevant field
- Strong document management and data entry accuracy
- Proficiency in Microsoft Office and Excel
- Clear communication and detail-oriented mindset
Job Details
Responsibilities
Office Operations
- Manage reception tasks including answering phones, greeting visitors, and directing enquiries to the right person.
- Keep office supplies and equipment stocked by tracking inventory.
- Organise meeting rooms, prepare simple meeting materials, and update shared calendars for project teams.
Documentation & Data
- Prepare, file and maintain physical and digital project documents using clear naming and folder structures.
- Enter and update spreadsheets for timesheets, petty cash, and equipment logs with accuracy.
- Support document control to ensure compliance with basic filing rules.
Team Support & Coordination
- Liaise with suppliers, site staff and internal teams to arrange deliveries and appointments.
- Assist in collecting and submitting invoices, receipts, and staff documents to the Finance and HR departments.
- Provide general administrative support to the team as required.
Requirements
Qualifications & Experience
- SPM, Certificate or Diploma in Office Administration, Business Studies or related field, or equivalent experience.
- 0 years of formal work experience is acceptable; fresh graduates and entry-level candidates are welcomed.
- Available to start and able to work full-time in an office environment supporting engineering teams.
Hard Skills & Knowledge
- Strong Document Management skills, including filing and basic version control for paper and digital files.
- Proven Data Entry accuracy and familiarity with spreadsheets for basic Data Analysis tasks.
- Comfortable with Microsoft Office, especially Excel, and common email and calendar tools.
- Basic Management of vendor contacts and simple procurement tracking is an advantage.
Soft Skills & Qualities
- Clear Communication both written and spoken, with polite phone and face-to-face manner.
- Organised and detail oriented, able to follow instructions and maintain consistent records.
- Problem Solving mindset for routine issues and a willingness to ask questions when unclear.
- Team player attitude, flexible and ready to support colleagues across admin, finance and site teams.