[CTT/2026/002] Administrative Support, Key Infrastructure Unit, Industrial Site Management (Contract Basis) - 1 position

The role holder supports the Team by handling essential clerical and administrative tasks to ensure smooth daily operations. This includes managing documents and records, assisting with reports, coordinating communications, organizing schedules, and maintaining updated inventories and personnel data. The role helps ensure that all FM activities run efficiently and are properly documented.

This individual shall be stationed full time at Pulau Muara Besar unless otherwise directed in writing by the Lead of Key Infrastructure Unit (KIU Lead), Industrial Site Management (ISM).

Key Responsibilities:

1. Administrative & Clerical Support

• Provide daily administrative assistance to the Facility Manager and FM Team.
• Assist in compiling reports, meeting minutes, presentations, and documentation for internal and external stakeholders.
• Manage incoming and outgoing correspondence, ensuring proper documentation and filing.
• Maintain organized filing systems for both physical and digital records.

2. Scheduling & Coordination

• Support the scheduling of meetings, inspections, maintenance tasks, and training sessions.
• Coordinate communication and logistical arrangements between the FM Team, contractors, tenants, and KIU Lead.
• Follow up on outstanding tasks and provide timely reminders for upcoming activities or deadlines.

3. Records Management

• Maintain updated personnel records, contractor information, and visitor access logs.
• Track and update records of FM assets, tools, equipment, and consumables.
• Support the Facility Manager by preparing required documents and data for audits or inspections.

4. Inventory, Asset Tracking & Documentation Control

• Maintain inventory records for spare parts, consumables, and maintenance materials.
• Monitor stock levels and coordinate with procurement for replenishment.
• Ensure asset details (tags, serial numbers, service history) are accurately recorded and updated.
• Assist in documentation and coordination of asset disposal processes in line with company policies and audit standards.

5. Communication & Correspondence

• Draft, review, and distribute official letters, notices, memos, and announcements as directed.
• Liaise with internal departments, contractors, and external stakeholders to support communication flow.
• Maintain professional and organized communication channels for the Maintenance Office.

6. Other Duties

• Support the FM Team during emergency situations by assisting with document preparation, communication coordination, and site support if needed.
• Assist with onboarding new team members and organizing internal training or briefing sessions.
• Perform any other administrative or operational tasks as assigned by the Facility Manager or KIU Lead.

Key Requirements:

• Minimum O‑Level qualification.
• 3 years of administrative or clerical experience in an office environment.
• Experience in facilities management, operations, or technical departments is an added advantage.
• Familiarity with document control, records management, and scheduling is preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong skills in document filing, recordkeeping, data entry, and correspondence preparation.
• Experience with inventory tracking or basic asset management is beneficial.
• Ability to organize schedules, coordinate meetings, and manage multiple administrative tasks.
• Strong verbal and written communication skills in English and Malay Language.
• Ability to coordinate effectively with internal teams, contractors, and external stakeholders.
• Good organizational and multitasking abilities with strong attention to detail.
• Responsible, reliable, and proactive.
• Able to work independently with minimal supervision.
• Maintains confidentiality, professionalism, and accuracy in handling sensitive information.
• Adaptable to operational needs and able to support urgent or emergency tasks when required.

NOTE: This is a contract position with the opportunity for permanent conversion based on business requirements.

The closing date for this vacancy will be on 15th February 2026.

Only shortlisted candidates will be contacted. If you do not hear from the BEDB within 30 days from the closing date, please consider your application unsuccessful.