Executive, Project Admin SEAO

PUMA Sports Goods Sdn Bhd; Petaling Jaya; Sur place; MYR 48 000 - 72 000; Plein temps

Résumé du poste

PUMA Sports Goods Sdn Bhd is seeking an organized Project Administration professional to support SEAO Project & Design with trackers, documentation, and governance cadence. You will help ensure accurate data, timely updates and well‑structured records across markets.

The role emphasizes administrative coordination, with no independent decision‑making authority, enabling project teams to focus on delivery. The ideal candidate has a Bachelor’s degree and at least 1 year of related experience, plus

Qualifications

• Bachelor’s degree in a relevant field.
• At least 1 year of experience in project administration, PMO support, document control or business coordination.
• Proficient in MS Excel, PowerPoint, Word and Outlook.

Responsabilités

• Maintain the central SEAO project tracker and databases, ensuring information is complete, current and traceable.
• Consolidate routine status updates from country Project Managers and update milestones, risks and deliverables.
• Follow up on missing or overdue updates and flag inconsistencies to owners.
• Maintain project folders, archives and standard reporting templates; ensure version control and auditability.
• Coordinate governance meetings: agendas, minutes, decisions and action logs; track owners and due dates.
• Prepare weekly and monthly project status packs, data summaries and charts using approved formats.
• Support document requests and cross-country information sharing while handling confidential data.

Connaissances

Project administration

PMO support

Document control

Coordination

Data tracking

Formation

Bachelor's degree in Business Administration or related field

Outils

MS Excel

PowerPoint

Word

Outlook

Description du poste

The role provides structured project administration and controls support to the SEAO Project & Design function, ensuring reliable project data, documentation, approval records and reporting discipline across all markets. The position supports the regional governance operating rhythm by maintaining trackers, coordinating updates, monitoring document completeness and following up on agreed actions. It enables Project Managers and regional leads to focus on project delivery and decision-making by providing accurate, timely and consistent administrative support. The role is administrative and coordination-focused and does not carry project approval, commercial approval, design sign-off or independent decision-making authority.

You Mission

Task 1: SEAO Project Database & Tracker Administration

1. Maintain the central SEAO project tracker and associated databases, ensuring project information is complete, current, consistent and traceable.

2. Consolidate routine project status updates from country Project Managers and update milestones, opening dates, project stages, risks, dependencies and key deliverables.

3. Follow up on missing or overdue updates and flag inconsistencies, overdue actions and potential reporting gaps to the relevant owner.

4. Maintain standard project lists, status summaries, dashboards and data extracts using approved templates.

5. Support periodic data checks and reconciliation between project trackers, country updates and supporting records.

Task 2: Project Documentation & Digital Records

1. Maintain the prescribed SharePoint folder structure and digital project archives for all SEAO markets.

2. Monitor filing and index approved drawings, CAPEX records, purchase orders, tender documents, project schedules, meeting records, handover documents and other project correspondence.

3. Apply consistent naming conventions, version control and document status labelling to support document retrieval and auditability.

4. Monitor document completeness against agreed project checklists and notify responsible owners of missing or outdated records.

5. Support the orderly archiving and closure of completed or cancelled project files in accordance with regional instructions.

Task 3: Governance Cadence, Approvals & Action Tracking

1. Coordinate calendar invitations, agendas, meeting materials and minutes for regional Project & Design governance meetings.

2. Record decisions, actions, owners and due dates; maintain action logs and follow up with responsible stakeholders for timely closure.

3. Track the administrative status of key pre‑construction requirements, including approved drawings, CAPEX approvals and purchase orders, and highlight gaps before mobilization.

4. Maintain logs of design submissions, approvals, exceptions, handover records and other governance checkpoints as instructed.

5. Escalate missing approvals, incomplete documentation or overdue actions to the relevant Project Manager or regional manager; do not provide or imply approval.

Task 4: Reporting & Administrative Support

1. Prepare routine weekly and monthly project status packs, data summaries, charts and presentation inputs using approved reporting formats.

2. Support consolidation of project pipeline, opening schedules, risk logs, CAPEX status inputs and other management reporting requirements.

3. Assist with preparation and circulation of standard templates, forms, checklists and communication updates.

4. Coordinate document requests and information follow-ups across country teams and internal stakeholders.

5. Handle project information confidentially and maintain records in accordance with company data and information‑management requirements.

Task 5: Process Discipline & Continuous Improvement

1. Support consistent adoption of regional project administration procedures, tracker standards and documentation protocols.

2. Identify recurring administrative gaps, data‑quality issues or process bottlenecks and recommend practical improvements to the reporting and filing process.

3. Maintain user guidance notes and basic instructions for standard trackers, folder structures and reporting templates.

4. Provide responsive administrative support to the regional Project & Design team as priorities require.

Your Talent

Education: Bachelor’s degree in Business Administration, Project Administration, Information Management or relevant studied.

Professional: A minimum 1 year of experience in project administration, PMO support, document control or business coordination. Experience supporting construction, retail, property or multi‑site projects is an advantage. Experience maintaining project trackers, digital archives and meeting action logs preferred.

IT Skills: Good proficiency in MS Excel, PowerPoint, Word and Outlook

Language Skills: English and local languages

Founded in 1948, PUMA mission is to become the most desirable sportlifestyle company and to reinforce its position as one of the leading multi‑category sportlifestyle brands. By relentlessly innovating to address the real needs of our consumers, by creating new markets, by pushing the boundaries and defining the culture of sportlifestyle we have established our unique brand positioning. At PUMA we fuel an open, entrepreneurial corporate environment that strongly supports innovative ideas from every corner of the company. We foster our unique company values: passion, openness, self‑belief and entrepreneurship. And maybe you will soon be part of our team!

Founded in 1948, PUMA mission is to become the most desirable sportlifestyle company and to reinforce its position as one of the leading multi‑category sportlifestyle brands. By relentlessly innovating to address the real needs of our consumers, by creating new markets, by pushing the boundaries and defining the culture of sportlifestyle we have established our unique brand positioning. At PUMA we fuel an open, entrepreneurial corporate environment that strongly supports innovative ideas from every corner of the company. We foster our unique company values: passion, openness, self‑belief and entrepreneurship. And maybe you will soon be part of our team!