The posting
Position : Administrative Clerk
Industry : Oil & Gas
Location : Office, KL
Job Description:
- Provide comprehensive administrative and clerical support to ensure smooth and efficient day-to-day project and office operations.
- Coordinate administrative activities, meetings, schedules, and logistics, including preparation of meeting materials, minutes of meetings, and follow-up actions.
- Assist in preparing, formatting, compiling, and consolidating reports, correspondence, presentations, and other project-related documents.
- Manage office supplies, facilities, and equipment to ensure availability and proper functionality.
- Support administrative activities related to procurement, contracts, and project documentation, including record tracking and filing.
- Serve as the first point of contact for visitors, stakeholders, and external parties by providing professional reception and handling general enquiries.
- Manage incoming and outgoing communications, including emails, telephone calls, courier services, and correspondence distribution.
- Coordinate visitor registration, access arrangements, meeting room bookings, and general office logistics.
- Maintain proper organization and control of project documents, including electronic and hardcopy records, ensuring easy retrieval and traceability.
- Register, update, track, and maintain document records, including revisions, submissions, transmittals, and distribution status.
- Ensure timely filing, archiving, retrieval, and compilation of project documentation throughout the project lifecycle.
- Support document compilation, handover, and project close-out activities to ensure complete and accurate documentation.
- Maintain document management processes in accordance with established procedures and quality requirements.
- Ensure administrative and document records are properly maintained for audit readiness and compliance purposes.
- Support internal and external audit activities by providing relevant administrative records and documentation.
- Coordinate with internal teams, contractors, and external stakeholders on administrative and documentation matters.
- Assist with employee onboarding and offboarding arrangements, including preparation of required documents and administrative support.
- Support travel arrangements, accommodation, logistics coordination, and site-related administrative requirements when required.
Qualification/Skills:
- Diploma or equivalent qualification in Business Administration, Office Management, Document Control, or a related field.
- Minimum 3 years of experience in administrative, receptionist, document control, or project support roles, preferably within the Oil & Gas, engineering, construction, or project-based environment.
- Familiarity with document management systems, filing procedures, and administrative workflows.
- Strong organizational skills with excellent attention to detail in document handling and record management.
- Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Good command of English with the ability to communicate effectively with internal and external stakeholders.
- Strong interpersonal and communication skills with a professional and positive attitude.
- Ability to manage multiple tasks, prioritize workload, and work effectively in a fast-paced project environment.
Note: Only those applicants who meet the above criteria will be contacted as part of shortlisting process
