Data Center Construction Hiring! Full Time Site Admin in Johor, Earn up to MYR 4,500 - Ricebowl

Key Responsibilities:

• Provide day-to-day administrative support to the Project Manager, Construction Manager, and other members of the site team in accordance with company and project procedures.
• Coordinate site office setup, office supplies, stationery, printing, communications, and general office services, ensuring that facilities remain organized and adequately supported.
• Maintain electronic and hardcopy filing systems for administrative documents, correspondence, personnel records, purchase requests, delivery records, and other project-related information.
• Maintain and update site personnel lists, attendance records, timesheets, leave records, and overtime submissions.
• Assist with onboarding and offboarding of project personnel, including administrative forms, office arrangements, induction bookings, access requests, and the return of company property.
• Coordinate with HR, Security, and EHS teams on worker and visitor documentation, site access applications, induction status, and access pass issuance, renewal, or cancellation.
• Track expiry dates of personnel documents and project-required records including work permits, registrations, and access passes where applicable, and alert the responsible personnel before expiry.
• Support administrative arrangements for subcontractor personnel, maintaining required lists and following up on outstanding submissions with the relevant subcontractor representatives.
• Prepare, format, and distribute letters, memos, meeting invitations, presentation materials, and routine administrative reports as directed by the Project Management team.
• Coordinate project meetings, site visits, and client or consultant visits, including room bookings, attendance records, meeting materials, and minutes where required.
• Maintain correspondence and action trackers, routing enquiries and documents to the appropriate team and following up on outstanding administrative matters.
• Check supporting documents for delivery notes, invoices, expense claims, and petty cash transactions, and submit complete records to Finance for verification and processing.
• Maintain records of company-issued office equipment, access cards, keys, uniforms, and other administrative assets, coordinating allocation, return, and reporting of losses or damage.
• Coordinate approved transport, accommodation, travel, and welfare arrangements for project personnel, working with HR, Logistics, and relevant service providers.
• Support delivery scheduling and administrative records for site supplies and equipment, coordinating with Logistics, Security, and the receiving team on access and documentation.
• Assist the Document Control team with document collection, scanning, distribution, and filing while following established revision control and approval procedures.
• Support data centre project access arrangements, confidentiality requirements, and controlled distribution of sensitive personnel, client, and project information.
• Compile routine administrative summaries, attendance information, office expenditure records, and other reports required by Project Management.
• Assist with administrative records for audits, project close-out, office demobilisation, and handover, perform other site administration duties as assigned within the role's responsibilities.

Requirements:

• Diploma or Certificate in Business Administration, Office Management, Human Resource Management, Project Administration, or a related field.
• Minimum 2 years of relevant administrative experience, preferably within construction, engineering, industrial, infrastructure, or data centre projects.
• Previous experience working in a construction site office and coordinating with project teams, subcontractors, and external service providers would be an advantage.
• Good proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook, with the ability to maintain registers and prepare clear reports.
• Experience with SharePoint, electronic document management systems, attendance systems, or company purchasing and finance systems would be an advantage.
• Strong organizational and filing skills with good attention to detail and the ability to maintain accurate personnel, financial supporting, and administrative records.
• Familiarity with attendance and timesheet administration, purchase requisitions, invoice supporting documents, petty cash records, and general site office procedures.
• Basic understanding of site induction, access control, personnel documentation, and subcontractor administrative requirements, with the ability to refer technical or compliance matters to the responsible team.
• Good written and verbal communication skills in English and Bahasa Malaysia with the ability to coordinate effectively with workers, subcontractors, clients, consultants, and project personnel.
• Able to handle confidential information responsibly, exercise discretion, and follow company policies for personnel records and project information.
• Able to work independently, follow up proactively, manage multiple priorities, and meet submission deadlines in a fast-paced construction environment.
• Willing to complete required site induction and obtain applicable site access documentation before mobilisation; familiarity with Malaysian construction administration practices would be an advantage.

Pay: RM3,500.00 - RM4,500.00 per month

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Work Location: In person