Position : PROJECT ADMIN
The Project Administrator, under the supervision of the Project Delivery Head of Department, provides administrative and coordination support to the project team, ensuring smooth documentation, communication, scheduling, and reporting for all project activities. The role ensures the project office operates efficiently and that all project information is properly organized, tracked, and communicated to support effective project delivery.
Location:
Sunway Putra Tower, Kuala Lumpur
Education Level:
Candidate must possess Diploma or Degree in Business Administration, Project Management, Office Management, IT, Engineering, or related fields.
Working Experience:
• At least 1 year of related working experience
Key Responsibilities:
1. Project Documentation & Administration
a. Prepare, update, and maintain project documents, including meeting minutes, progress reports, schedules, action logs, and filing systems.
b. Organise and maintain project folders (physical and digital) to ensure accuracy, completeness, and version control.
c. Assist in preparing project proposals, tender submissions, presentations, and technical documents.
2. Meeting Coordination & Communication
a. Schedule project meetings, workshops, briefings, and follow-up sessions.
b. Prepare meeting agendas, take minutes, and circulate action items to relevant stakeholders.
c. Support communication between project teams, clients, consultants, vendors, and internal departments.
3. Project Tracking & Monitoring
a. Update project trackers, Gantt charts, dashboards, and progress summaries.
b. Assist the Project Manager in monitoring project timelines and deliverables.
c. Follow up with stakeholders on pending tasks, outstanding documents, and deadlines.
4. Financial & Procurement Support
a. Assist in preparing procurement documents, quotations, purchase requests, and invoice tracking.
b. Maintain records of project expenses and assist with budget monitoring (if required).
5. Quality, Compliance & Reporting
a. Ensure adherence to organisational SOPs, project management procedures, and documentation standards.
b. Support UAT/FAT scheduling, documentation preparation, and report compilation.
c. Prepare weekly or monthly project status reports and administrative summaries.
6. General Support to Project Manager
a. Coordinate travel arrangements, logistics, venue bookings, and project-related resources.
b. Manage communication lines such as email correspondence and project helpdesk channels.
c. Perform any other administrative tasks required to support project delivery.
7. Carry out any other duties as assigned from time to time to support overall project and organizational objectives.
Skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, or equivalent tools.
• Basic understanding of project management processes, templates, and documentation.
• Ability to maintain project files, track progress, and support reporting activities.
• Familiarity with tools such as MS Project, Trello, JIRA, or Asana (optional but beneficial).
Required Knowledge
• Understanding of deliverables, milestones, dependencies, and risks.
• Knowledge of proper document formatting, filing standards, and naming conventions.
• Understanding of document versioning and approval workflow.
• Knows how to prepare structured reports, summaries, and dashboards.
• Knowledge of scheduling, calendar management, and event coordination.
• Understanding how to manage logistics for meetings, workshops, and reviews.
• Knowledge of financial documentation and record-keeping.
Requirements:
• Candidate must possess Diploma or Degree in Business Administration, Project Management, Office Management, IT, Engineering, or related fields.
• At least 1 year of related working experience.
• Certification in project management (e.g., PRINCE2 Foundation, CAPM) is an added advantage but not mandatory.
Interested candidates, please forward your complete resume to [email protected]