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 company's 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. Show more Show less