Location: Kulim Hi-Tech Park
Contract: Temporary, 3 Months
We are seeking a detail-oriented and organized O&M Administrator to join our team on a temporary basis for 3 months. This role will provide administrative support to our Operations & Maintenance (O&M) team, focusing on office management, documentation, procurement, and coordination activities.
Key Responsibilities
- Handle office interactions with outside visitors.
- Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations.
- Operate and maintain office machinery, including copiers, fax machines and printers.
- Monitoring and ordering inventory of office supplies.
- Keeping the office area neat and tidy.
- Receiving, sorting, storing, distributing, and retrieving incoming/outgoing mail, hard copy of documents as received from Contractors / NUR / Authorities / PBT etc.
- Managing petty cash.
- Perform basic bookkeeping and banking transactions, including the collection, counting, checking invoices, and making deposits and disbursement of money.
- Ensure that all data with regard to invoices, billing, payments etc. are properly entered into organizational databases and securely maintained.
- Assist in the preparation of cash flow plans for O&M purchases orders.
- To assist on O&M invoices, billing, PO delivery and material acceptance for solar warehouse.
- Responsible for overseeing the procurement process for the O&M is in adherence to company requirements, company policies and procedures.
- Controlling and ensure REQ, PR and PO records history in the e-procurement system is kept up to date.
- Develop and maintain accurate records of O&M documentation and ensure all documents are properly sorted, organized, and updated.
- Daily scan and upload paper documents and organize them on a secure server.
- Ensure all the following and improving document control procedures.
- Ensuring all documentation meets formal requirements and required standards.
- Ensure that access for specific files for the project is available when requested by different departments within the project team to facilitate timely project completion.
- Filing and coordinating O&M documentation, work procedure, work instruction, maintenance checklist from Engineer and Technician.
- Conducting regular reviews and document audits.
- To organize and update documents in the O&M shared folder.
- To assist on equipment warranty and project punch list documentation and follow up with OEM/EPCC.
- Responsible for overseeing access codes to maintain confidentiality for important documents.
- Collect and register all technical documents such as drawings and blueprints in the companys system.
- Review and update documents for O&M and quality control.
- Keep other personnel updated on new document versions and how to obtain access.
- Create templates for use by other personnel.
- Maintain confidentiality regarding sensitive documents.
- Establish and maintain record retention timelines.
- Any other responsibilities that may be required, in the interests of the Company from time to time.
Requirements
- Minimum Diploma in any field.
- Strong organizational and communication skills.
- Proficiency in Microsoft Office.
- Ability to handle multiple tasks with attention to detail.
- Possessing prior experience in administration or document control is an added advantage.
