Job Description

You like keeping things organised and getting things done? Join us by working with us at MM Facades Global M Sdn Bhd, a hands-on construction team focused on façade systems and building envelopes across Malaysia. We care about safe, high-quality finishes and a practical approach to site delivery, and we want someone who keeps the office and field working together.

As a Personal Assistant you will be the backbone of day-to-day operations, smoothing schedules, managing site admin and keeping communication clear between office and site. Your role reduces delays and helps project teams focus on safe, timely delivery.

Your Growth & Impact

• Expand your operational skills by coordinating between site crews and office staff, building a strong construction support profile.
• Elevate your project awareness by managing schedules and travel for site visits, which prepares you for supervisory roles later.
• Strengthen vendor and client interaction skills through daily follow-ups and document control tasks.
• Grow your technical admin toolkit with hands-on use of Microsoft Office and site reporting templates.

Job Requirements

Responsibilities

Administrative Operations

• Maintain organised project files, prepare and file purchase orders, invoices and basic expense records so the office billing stays accurate.
• Draft clear internal memos, minutes and routine correspondence to keep teams aligned on daily priorities.
• Manage office supplies and equipment arrangements to ensure teams have what they need for site work.
• Support basic bookkeeping tasks and hand over records to finance for timely payments.

Schedule & Travel

• Manage calendars for site managers and coordinate site visit timings to minimise downtime and travel conflicts.
• Arrange travel and vehicle use, confirm itineraries, and keep travel logs so site visits run smoothly.
• Prepare meeting packs and site briefings so visits are focused and productive.
• Follow up on action items after meetings to keep issues moving to closure.

Site & Stakeholder Coordination

• Act as the main contact between office staff, suppliers and on-site teams to streamline approvals and deliveries.
• Coordinate contractor sign-ins, safety briefings and simple site admin to support compliance and site readiness.
• Track material deliveries and report discrepancies so procurement can act quickly.
• Handle client and vendor follow-ups with clear updates and next steps to maintain trust and clarity.

Requirements

Qualifications & Experience

• Minimum of 1 years working experience in an administrative or assistant role, ideally supporting construction or field teams.
• Diploma or SPM with relevant office experience preferred but not mandatory if skills are demonstrated.
• Valid driving experience with a good driving record and confidence to travel frequently to sites.

Hard Skills & Knowledge

• Computer literacy with solid skills in Microsoft Office and Google Workspace for document preparation and reporting.
• Experience managing calendars, travel arrangements and simple expense tracking tools.
• Ability to prepare clear site reports, maintain filing systems and use basic invoicing templates.
• Comfortable using smartphone apps for communication, photo documentation and simple data entry.

Soft Skills & Qualities

• Demonstrable attention to detail and organised working style to reduce errors and missed actions.
• Strong follow-up care and communication skills to keep tasks moving and stakeholders informed.
• Willingness to learn, stay flexible on priorities and support a small, close-knit team.
• Professional attitude when representing the company on site and with external partners.

Skills