Maintenance Procurement Assistant

Maintenance Administration - Keep maintenance logs, work orders and schedules current in Excel and our work order system so teams have clear, up-to-date task lists. - Record completion status, parts used and labour notes for each job to improve handovers between shifts and reduce missed steps. - Support periodic stock counts and reconcile variances to maintain accurate records and reduce admin delays. - Produce concise weekly status notes that highlight bottlenecks, upcoming material needs and pending actions for supervisors. Procurement & Inventory - Process purchase requests into purchase orders and track deliveries from request to receipt so technicians get parts on time. - Monitor supplier lead times, follow up on delayed shipments and flag urgent orders to cut emergency purchases. - Maintain reorder lists and basic reorder points to prevent stockouts for spare parts and consumables. - Match invoices to purchase orders and receipts to keep records clean and support timely invoice reconciliation. Coordination & Process Improvement - Communicate with technicians, supervisors and vendors to confirm specifications, quantities and delivery dates. - Translate field requirements into clear procurement actions so orders arrive correctly and reduce repeat orders. - Document standard operating procedures and simple templates to scale administrative work as the team grows. - Suggest small process changes based on weekly reports to reduce lead time and lower emergency order frequency. Requirements Qualifications & Experience - Minimum high school diploma or equivalent. - Entry-level role; 1 to 2 years in administrative support, inventory control or maintenance coordination preferred, but fresh graduates are welcome. - Experience in maintenance departments, facility management, warehouse or logistics is an advantage. - Any office administration, supply chain or facility maintenance certification is a plus but not required. Hard Skills & Knowledge - Comfortable with Excel for logs, reorder lists and basic data work, with accurate and fast data entry. - Familiarity with work order systems; ability to update tasks, parts and completion status reliably. - Basic SQL knowledge is welcome but optional for the role. - Practical understanding of maintenance terminology and spare parts naming helps reduce errors. Soft Skills & Qualities - Clear communicator in English and Bahasa Malaysia who can translate field needs into procurement actions. - Organised, reliable and able to reprioritise when schedules change to keep work flowing. - Strong attention to detail to prevent order mistakes and maintain clean records. - Collaborative team player who works well with technicians, supervisors and vendors to speed up repairs and deliveries.