Administrative Clerk

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