Kerja Sepenuh Masa, Admin Executive di TBTC Construction & Engineering Melaka - Maukerja

Company Description TBTC Construction & Engineering Sdn Bhd, formerly known as Tan Brothers Trading & Construction Co., has been operating in the construction industry since 1985. Following its restructuring in 2005 into a private limited company, TBTC has continued to grow under the leadership of its directors, contributing to the development of the business. Its core scope of work includes civil engineering construction, building construction, and infrastructure projects, offering team members exposure to diverse and impactful projects.

Role Description The Administrative Executive is required by our main office in Melaka Tengah shall maintain an updated Master Compliance, Licence, Insurance and Payment Schedule covering all relevant Company obligations, including foreign worker permits and levies, CIDB, FOMEMA, company licences, employee insurance, vehicle insurance and road tax, building/property insurance and other recurring statutory or administrative payments. The Executive shall provide timely reminders to Management and ensure that all necessary documents and applications are prepared and submitted before their respective expiry or payment dates.

The role also includes maintaining office supplies, supporting basic HR and finance-related paperwork, and ensuring that administrative procedures are followed in line with company standards.

1. Foreign Worker & Statutory Administration

• Manage and maintain updated records of all foreign workers.
• Monitor and arrange renewal of foreign worker levies, PLKS/work permits, passports and related documentation.
• Coordinate FOMEMA medical examinations and monitor medical status.
• Manage CIDB registration / Green Card renewal and related competency requirements.
• Liaise with Immigration Department, JTK, CIDB, FOMEMA and other relevant authorities.
• Coordinate foreign worker transfers, extensions, cancellation of permits and repatriation where required.
• Maintain a master schedule of all statutory expiry dates and ensure timely renewal.

2. Company Licences & Registrations

• Maintain a complete record of all company licences, registrations, certificates and permits.
• Monitor expiry dates and coordinate timely renewals.
• Liaise with relevant government departments, local authorities and agencies for renewal or amendment of licences.
• Maintain copies of current licences and ensure expired documents are removed from active files.
• Ensure relevant licences and certificates are available for inspection when required.

This may include, where applicable:

• CIDB registration and related certificates
• Local authority / business licences
• Construction-related permits and registrations
• Company statutory registrations
• Premises and building-related licences
• Other licences or permits required for the Company's operations

3. Company Insurance & Renewal

• Maintain a comprehensive register of all Company insurance policies.
• Monitor insurance expiry dates and arrange renewal well in advance.
• Coordinate with insurance brokers, agents and insurers for quotations, renewal documents and policy certificates.
• Ensure insurance coverage is maintained continuously without lapses.

Insurance administration may include:

Employee Insurance

• Group Personal Accident (GPA)
• Group Hospitalisation & Surgical (GHS)
• Other employee-related insurance policies as directed by Management

Company Assets & Property

• Motor vehicle insurance and road tax
• Building / property insurance
• Fire insurance
• Contractor-related insurance where applicable
• Other insurance policies covering Company assets and operations
• Maintain proper records of insurance policies, schedules, certificates and renewal correspondence.
• Submit insurance claims and follow up with insurers, brokers and relevant parties when required.

4. Company Payment Monitoring

• Monitor the Company's recurring administrative and statutory payments.
• Prepare payment schedules and reminders for Management's approval.
• Ensure payments relating to licences, permits, levies, insurance, road tax, registrations and other administrative matters are submitted on time.
• Keep proper records of payment vouchers, receipts, invoices and supporting documents.
• Follow up on outstanding payments and provide updates to Management.
• Maintain a monthly payment and renewal schedule to prevent missed deadlines, penalties or interruption of services.

5. Filing & Records Management

• Maintain proper and systematic filing of Company documents.
• Maintain both hard-copy and electronic filing systems.
• Ensure documents are properly labelled, indexed and easily retrievable.
• Maintain separate files for:
• Company licences and registrations
• Insurance policies
• Foreign workers
• CIDB matters
• FOMEMA
• Immigration / work permits
• Vehicles
• Buildings / properties
• Employee insurance
• Statutory correspondence
• Payment records
• Government agency correspondence
• Ensure renewed documents replace expired documents in the relevant active files.
• Maintain confidentiality of Company and employee information.

6. Vehicle Administration

• Maintain a register of all Company vehicles.
• Monitor expiry and renewal of:
• Road tax
• Motor insurance
• PUSPAKOM inspection, where applicable
• Other vehicle-related licences or permits
• Coordinate servicing, inspection and insurance matters where assigned.
• Maintain vehicle documentation and renewal records.

7. Building & Property Administration

• Maintain records for Company-owned or occupied buildings and premises.
• Monitor renewal of building/property insurance and relevant licences.
• Maintain assessment, quit rent, utility and other property-related records where assigned.
• Coordinate with local authorities, building management and service providers when required.

8. Construction & Site Administration

• Assist Project Managers and Site Supervisors with administrative requirements.
• Maintain updated records of workers deployed to each project.
• Assist with site personnel documentation and compliance records.
• Prepare letters, applications, reports and other construction-related administrative documents.
• Coordinate administrative matters between the head office and construction sites.

9. General Administrative Duties

• Handle correspondence with government departments, insurance companies, brokers, agents, suppliers and other external parties.
• Prepare letters, forms, applications and supporting documents.
• Answer and follow up on administrative enquiries.
• Assist Management in obtaining quotations and information for renewals and administrative services.
• Maintain an Administrative Calendar covering all important renewal, payment and compliance dates.
• Carry out other administrative duties assigned by Management from time to time.

Qualifications

• Candidates should possess strong Executive Administrative Assistance and Administrative Assistance skills to support management and day-to-day office operations.
• Candidates should possess solid General Administration skills, including document management, record keeping, and basic office coordination.
• Candidates should possess effective Communication and Interpersonal Skills to interact professionally with colleagues, clients, and external partners.
• Proficiency in Microsoft Office or similar productivity tools, including word processing, spreadsheets, and email management.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced construction and engineering environment.
• Previous experience in an administrative or executive support role, preferably within construction, engineering, or related industries, is an advantage.
• Relevant diploma or degree in business administration, management, or a related field is preferred.

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