PROJECT ADMIN

Private Advertiser; Kinarut; On-site; MYR 60,000 - 85,000; Full time

Job summary

Private Advertiser, an established engineering company in fire protection systems, seeks three Project Admin Executives to support administration, document control, procurement, and cost monitoring across multiple projects.

Ideal candidates have 2+ years in project admin or construction, with Diploma/ Degree in related fields and proficiency in MS Office. Bahasa Malaysia and English communication skills are essential for site coordination.

Qualifications

• Diploma or Degree in Business Administration, Project Management, Engineering, Construction Management, or related field.
• Proven experience in project documentation, procurement coordination, progress reporting, or project cost monitoring.
• Proficient in Microsoft Office, particularly Excel and Word.
• Good written and verbal communication skills in Bahasa Malaysia and English.

Responsibilities

• Prepare, organize, update, and maintain all project-related documents and records.
• Handle project correspondence, reports, meeting minutes, and document submissions.
• Monitor project documentation deadlines and follow up on outstanding submissions.
• Coordinate with clients, consultants, main contractors, subcontractors, and internal teams.
• Monitor daily and weekly project progress and prepare progress tracking reports.
• Coordinate material ordering, delivery schedules, and supplier follow-ups.
• Monitor and record project expenses and assist in costing summaries.
• Maintain manpower records and site administration for outstation projects.

Skills

Project Admin

Document Control

Progress Reporting

Procurement Coordination

Cost Monitoring

Multitasking

Bilingual English

Education

Diploma/Degree in Business Admin

Project Management

Engineering / Construction Management

Tools

Microsoft Office

AutoCAD

Job description

We are an established engineering company specializing in the supply, installation, testing, commissioning, servicing, and maintenance of fire protection and fire fighting systems.

Our core business includes Fire Alarm Systems, Automatic Sprinkler Systems, Fire Hose Reel Systems, Fire Hydrant Systems, Fire Suppression Systems, and Fire Extinguishers.

We are currently seeking three (3) experienced, highly organized, proactive, and detail-oriented Project Admin Executives to support our expanding engineering and construction project operations.

Key Responsibilities

1. Project Administration & Document Control

Prepare, organize, update, and maintain all project-related documents and records.

Handle project correspondence, official letters, reports, meeting minutes, and document submissions.

Maintain proper filing and tracking of project drawings, purchase orders, delivery orders, invoices, and contractual documents.

Monitor project documentation deadlines and follow up on outstanding submissions.

Coordinate with clients, consultants, main contractors, subcontractors, and internal project teams.

2. Project Coordination & Progress Monitoring

Assist Project Managers and Site Supervisors in coordinating project activities.

Monitor daily and weekly project progress based on site reports.

Prepare project progress tracking reports and update project schedules.

Follow up on outstanding project tasks, site requirements, and pending approvals.

Coordinate communication between headquarters, project sites, suppliers, and contractors.

Ensure project-related information is updated accurately and submitted on time.

3. Procurement & Material Coordination

Prepare purchase requisitions, purchase orders, and material tracking records.

Obtain supplier quotations and prepare price comparison reports.

Coordinate material ordering, delivery schedules, and supplier follow-ups.

Monitor material availability and delivery status for ongoing projects.

Maintain complete procurement documentation and records.

4. Project Costing & Claims Administration

Monitor and record project-related expenses and material costs.

Assist in preparing project costing summaries and expenditure reports.

Compile supporting documents for progress claims, variation orders, and final claims.

Monitor project claim submissions and follow up on approval status.

Coordinate with the Accounts Department on invoices, payments, and supporting documents.

Highlight discrepancies, outstanding documents, and potential cost overruns to management.

5. Manpower & Site Administration

Maintain workers' attendance, overtime, and manpower deployment records.

Coordinate administrative arrangements for project sites, including outstation projects.

Assist in preparing site access documentation, worker registration, and safety induction records.

Monitor and update manpower records for ongoing projects.

6. Reporting & Management Support

Prepare weekly and monthly project administration reports.

Maintain accurate project tracking spreadsheets and databases.

Monitor outstanding administrative tasks and ensure timely follow-up.

Support management in improving project documentation, cost monitoring, and operational efficiency.

Perform other project-related administrative duties as assigned.

Job Requirements

Minimum 2 years of relevant working experience in project administration, construction, M&E engineering, or a related industry is required.

Diploma or Degree in Business Administration, Project Management, Engineering, Construction Management, or a related field.

Candidates with previous experience in engineering or construction companies will be given preference.

Proven experience in project documentation, procurement coordination, progress reporting, or project cost monitoring.

Proficient in Microsoft Office, particularly Microsoft Excel and Word.

Able to prepare reports, maintain accurate records, and manage multiple tasks simultaneously.

Good written and verbal communication skills in Bahasa Malaysia and English.

Strong organizational, time management, and problem-solving skills.

Detail-oriented, responsible, disciplined, and able to work independently with minimal supervision.

Able to work under pressure and meet tight project deadlines.

Possess a proactive attitude and strong sense of accountability.

Willing to coordinate with project teams working at different locations.

Added Advantages

Experience handling M&E or fire protection engineering projects.

Familiarity with construction documentation, progress claims, variation orders, and procurement processes.

Experience preparing project cost tracking reports and material monitoring records.

Knowledge of AutoCAD drawings or construction-related technical documentation.

Experience coordinating multiple construction projects simultaneously.