Executive, Administration

Lagenda Properties Berhad; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in property development seeks an Administrative Support professional for the Project Planning Department. This role involves managing documentation, coordinating timelines, and liaising with various authorities to ensure smooth project submissions and approvals. Ideal candidates should hold a relevant diploma and possess at least two years of experience, with strong organizational skills and proficiency in Microsoft Office.

Qualifications

• Minimum 2 years of relevant administrative experience.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Experience in property development or construction preferred.

Responsibilities

• Provide day-to-day administrative support to the Project Planning team.
• Assist in the preparation and tracking of authority applications.
• Maintain accurate records and filing systems for all submissions.

Skills

Attention to detail

Organization

Time management

Proactivity

Education

Diploma in Business Administration

Urban Planning

Property Development

Tools

Microsoft Office

Project tracking tools

Job description

Job Purpose:

To provide comprehensive administrative and coordination support to the Project Planning Department, particularly in managing documentation, timelines, and correspondences related to statutory submissions and authority approvals for property development projects.

Key Responsibilities:

• Provide day-to-day administrative support to the Project Planning team including documentation, data entry, and correspondence management.
• Assist in the preparation, submission, tracking, and follow-up of authority applications and approvals, including but not limited to: Development Order (DO), Building Plan (BP), Earthwork Plan (EW), Infrastructure Plan, Landscape Plan, Planning Permission, Fire Safety (BOMBA), Certificate of Completion and Compliance (CCC), Utility applications (e.g., TNB, SYABAS, IWK, Telekom).
• Maintain accurate records and filing systems (physical and digital) for all submissions and approvals.
• Liaise with consultants, local authorities, utility providers, and internal departments to ensure smooth coordination and timely responses.
• Track submission and approval status, compile progress reports and alert team of pending or overdue items.
• Prepare and distribute meeting agendas and minutes for authority, consultant, and internal project meetings.
• Coordinate appointments and site visits with local authorities, consultants, and government agencies as needed.
• Ensure all documentation complies with internal SOPs, ISO requirements, and regulatory guidelines.
• Assist in compiling reports, layouts, and project plans for management review and decision-making.
• Perform any other ad-hoc administrative or coordination duties as assigned.

Requirements:

• Diploma in Business Administration, Urban Planning, Property Development, or a related discipline.
• Minimum 2 years of relevant administrative experience, preferably within a property development or construction industry.
• Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with project tracking tools is an advantage.
• Strong attention to detail, organization, and time management skills.
• Able to work independently and manage multiple deadlines in a fast-paced environment.
• Proactive, responsible, and able to maintain confidentiality of sensitive documents.