Project Admin

Vision Path Sdn Bhd; Kuala Lumpur; On-site; MYR 26,000 - 41,000; Full time

Job summary

Vision Path Sdn Bhd in Kuala Lumpur is seeking a responsible Project Admin to support the Project Manager and project team with daily administrative and coordination tasks. You will organise documents, manage trackers, prepare simple letters and assist in meetings, minutes and reporting to help projects run smoothly.

The ideal candidate is attentive, detail-oriented and eager to learn, with good Bahasa Malaysia and English writing, and the ability to follow instructions, coordinate with multiple

Qualifications

• Minimum SPm, Certificate or Diploma in any relevant field.
• Fresh graduates are encouraged to apply.
• Candidates with administrative experience will be an advantage but are not compulsory.

Responsibilities

• Assist the Project Team Lead and project team with daily administrative matters.
• Organise and maintain project documents, records and correspondence.
• Prepare simple letters, emails, memos and other documents when required.
• Ensure documents are properly filed and easy to retrieve.
• Assist in maintaining document records and trackers.
• Check documents to ensure information is complete before submission.
• Assist in preparing documents and supporting information when required.
• Follow up with internal team members on pending tasks and outstanding matters.
• Update and maintain task and follow-up trackers.
• Assist in coordinating with different departments and external parties when required.
• Keep track of deadlines and remind relevant parties of pending matters.
• Inform the Project Manager of important outstanding issues.
• Prepare meeting materials when required.
• Take simple meeting notes and assist in preparing Minutes of Meeting.
• Update action items and follow up on outstanding matters after meetings.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Bahasa Malaysia

English writing

Education

SPM / Certificate / Diploma

Tools

Project management tools

Job description

We are looking for a responsible, organised and detail-oriented Project Admin to support the Project Manager and project team in handling day-to-day administrative and coordination matters.

The successful candidate does not need to have extensive experience or high qualifications. We are more interested in someone who is attentive, organised, willing to learn, responsible and able to pay attention to details.

This role is suitable for candidates who enjoy organising information, keeping track of tasks and ensuring that important matters are properly followed up.

KEY RESPONSIBILITIES

1. Administrative & Documentation Support

Assist the Project Team Lead and project team with daily administrative matters.

Organise and maintain project documents, records and correspondence.

Prepare simple letters, emails, memos and other documents when required.

Ensure documents are properly filed and easy to retrieve.

Assist in maintaining document records and trackers.

Check documents to ensure information is complete before submission.

Assist in preparing documents and supporting information when required.

2. Follow-Up & Coordination

Follow up with internal team members on pending tasks and outstanding matters.

Update and maintain task and follow-up trackers.

Assist in coordinating with different departments and external parties when required.

Keep track of deadlines and remind relevant parties of pending matters.

Inform the Project Manager of important outstanding issues.

3. Meeting Support

Assist in arranging and coordinating meetings.

Prepare meeting materials when required.

Take simple meeting notes and assist in preparing Minutes of Meeting.

Update action items and follow up on outstanding matters after meetings.

4. Reporting & Record Keeping

Update project trackers, lists and records.

Assist in collecting information and updates from team members.

Compile information for simple reports and summaries.

Maintain proper records of submissions, correspondence and other project activities.

Ensure information entered into trackers and reports is accurate and up to date.

5. General Administrative Support

Assist with scheduling, meeting arrangements and other administrative matters.

Coordinate with internal departments when required.

Assist in preparing supporting documents for administrative and financial matters.

Help with training, meetings or other company activities when required.

Carry out other duties assigned by the Project Manager or Management.

REQUIREMENTS

Education & Experience

Minimum SPM, Certificate or Diploma in any relevant field.

Fresh graduates are encouraged to apply.

Candidates with administrative experience will be an advantage but are not compulsory.

WHAT WE ARE LOOKING FOR

We are looking for someone who is:

Attentive and detail-oriented

Organised and able to keep things properly arranged

Responsible and reliable

Willing to learn

Able to follow instructions carefully

Able to keep track of multiple tasks

Comfortable following up with others

Able to complete tasks properly and on time

Proactive and willing to ask questions when unsure

Able to work independently after receiving proper guidance

SKILLS

Basic knowledge of the following will be an advantage:

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

The candidate should also have:

Basic communication skills in Bahasa Malaysia and English

Basic writing skills for emails and documents

Good organisational skills

Willingness to learn new skills

WORKING ENVIRONMENT

The successful candidate will work closely with the Project Manager and project team.

The role involves supporting the team with administrative work, documentation, follow-up and coordination to ensure daily tasks and project matters are properly organised and monitored.

Training and guidance will be provided for the relevant job responsibilities.

WHY JOIN US?

Friendly and supportive working environment.

Opportunity to learn about project administration and coordination.

Training and guidance will be provided.

Suitable for candidates who want to gain experience in project-based work.

Opportunity to develop organisational and administrative skills.

IDEAL CANDIDATE

We are not necessarily looking for someone with many years of experience.

We value attitude and attention to detail.

• Checks their work carefully before submitting
• Notices missing or incorrect information
• Keeps documents and information properly organised
• Remembers pending tasks and follows up
• Is responsible and dependable
• Is willing to learn
• Does not mind handling routine administrative tasks
• Can work carefully even when handling repetitive tasks

IMPORTANT NOTE

This role is suitable for candidates who are looking for an opportunity to gain experience in project administration.

Experience is an advantage, but the right attitude, willingness to learn and attention to detail are equally important.

We believe that a responsible and attentive person can be trained to become a valuable member of our team.

Visit us at: https://www.visionpath.com.my/