PROJECT ADMIN

Masmeyer Holdings; Penang; On-site; MYR 60,000 - 90,000; Full time

Job summary

Jora Malaysia is seeking a capable Project Coordinator to manage cross-functional project execution across authorities, consultants, contractors, architects, engineers and surveyors. You will monitor progress, ensure compliance with contractual and statutory requirements, and maintain comprehensive project documentation.

The role requires coordinating submissions, approvals and inspections, arranging meetings, reviewing drawings, and keeping records up to date through robust document control.

Qualifications

• Engineering/ Admin related diploma or equivalent.
• Experience in Landed Property Construction.
• At least 2 years of relevant experience in similar environment.

Responsibilities

• Coordinate and follow up with local authorities on submissions, approvals, permits, inspections, and compliance matters.
• Liaise with consultants, contractors, architects, engineers, surveyors, and other project stakeholders to ensure smooth project execution.
• Monitor project progress and follow up on action items to ensure work is completed according to the project schedule.
• Review construction drawings and coordinate with consultants to identify, clarify, and resolve discrepancies, inconsistencies, or conflicts in drawings and specifications.
• Ensure all project documentation is complete, updated, and properly maintained.
• Prepare and maintain document control systems, ensuring all revisions and submissions are properly recorded.

Skills

Project coordination

Stakeholder management

Documentation

Cross-functional collaboration

Education

Engineering/ Admin related diploma or equivalent

Tools

MS Office

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

This role involves coordinating and managing project execution across multiple stakeholders, including local authorities, consultants, contractors, architects, engineers, and surveyors. You will be responsible for monitoring project progress, ensuring compliance with contractual and statutory requirements, and maintaining comprehensive project documentation throughout the project lifecycle.

Key responsibilities

• Coordinate and follow up with local authorities (Majlis, land office, utility providers, and other government agencies) on submissions, approvals, permits, inspections, and compliance matters.
• Liaise with consultants, contractors, architects, engineers, surveyors, and other project stakeholders to ensure smooth project execution.
• Monitor project progress and follow up on action items to ensure work is completed according to the project schedule.
• Coordinate and arrange meetings with consultants, contractors, authorities, and clients, including preparation of meeting agendas and minutes.
• Review construction drawings and coordinate with consultants to identify, clarify, and resolve discrepancies, inconsistencies, or conflicts in drawings and specifications.
• Ensure all project documentation is complete, updated, and properly maintained.
• Compile, organize, and maintain project records, correspondence, technical documents, reports, approvals, drawings, and contracts.
• Prepare and maintain document control systems, ensuring all revisions and submissions are properly recorded.
• Coordinate and compile documentation required for Certificate of Completion and Compliance (CCC), including Forms G, testing and commissioning reports, authority clearances, warranties, operation manuals, and as-built drawings.
• Monitor consultants' and contractors' submissions to ensure compliance with project specifications and statutory requirements.
• Assist in tracking project milestones, authority approvals, inspections, and handover schedules.
• Follow up on outstanding submissions, approvals, and corrective actions with relevant parties.
• Coordinate site inspections with consultants, contractors, authorities, and utility providers.
• Assist in the preparation and submission of progress reports and project status updates.
• Ensure project activities comply with contractual obligations, statutory requirements, and company procedures.
• Support procurement activities by coordinating quotations, technical submissions, and document evaluations where required.
• Maintain proper filing systems (both physical and electronic) for easy retrieval and audit purposes.
• Assist in project budgeting by monitoring project expenditures, variation orders, and supporting documentation.
• Coordinate utility applications and service connections, including electricity, water, sewerage, telecommunications, gas, and other infrastructure services.
• Assist in defect management, rectification follow-ups, and project close-out activities.
• Coordinate vacant possession (VP) preparations, handover documentation, and post-completion support where applicable.
• Perform any other duties assigned by Management from time to time.
• Monitor and coordinate site activities to ensure works are progressing according to the project schedule, specifications, quality standards, and safety requirements.
• Conduct regular site inspections and prepare progress reports highlighting work status, issues, delays, and corrective actions.
• Monitor construction progress and coordinate with consultants and contractors to ensure timely completion of project milestones.
• Track site progress, identify potential issues, and report project performance to Management with recommendations for corrective actions.
• Coordinate site execution activities and ensure effective communication between project stakeholders regarding work progress and site matters

Required Qualification

• Engineering/ Admin related diploma or equivalent
• Experience in Landed Property Construction
• At least 2 years of relevant experience in similar environment.