PROJECT ADMIN

GATEWAY MARKETING SDN. BHD.; Sibu; On-site; MYR 67,000 - 112,000; Full time

Job summary

Gateway Marketing Sdn. Bhd. in Sibu, Sarawak, is seeking a detail‑oriented Project Administrator to support multiple projects.

You will prepare quotations, purchase orders, delivery orders, invoices, and service reports, and maintain project files and technical documents. Responsibilities include coordinating with clients, consultants, suppliers, and subcontractors; scheduling meetings; tracking progress; and assisting the Project Manager with daily administrative tasks.

Responsibilities

• Prepare quotations, purchase orders (PO), delivery orders (DO), invoices, and service reports.
• Maintain project files, drawings, permits, and technical documents.
• Control document revisions and ensure the latest copies are distributed.
• Keep records of contracts, warranties, and handover documents.
• Coordinate with clients, consultants, suppliers, and subcontractors; schedule site meetings and prepare meeting minutes.
• Follow up on project progress, approvals, and outstanding issues.
• Assist the Project Manager with daily administrative support.
• Request quotations from suppliers; prepare material requisitions and track deliveries.
• Monitor stock availability and coordinate equipment mobilisation; ensure materials arrive on site according to the project schedule.
• Update project progress reports (daily, weekly, monthly); track milestones and completion percentages; compile site photos and inspection records; maintain testing & commissioning (T&C) documentation; monitor budgets and expenses; prepare progress claims and payment claims; track customer payments and supplier invoices; assist in project cost reporting and final account documentation.
• Prepare permit-to-work and site access documents; maintain CIDB, DOSH, JBPM, or other statutory records where applicable; ensure safety documents, insurance, and workers' certifications are up to date.

Job description

Prepare quotations, purchase orders (PO), delivery orders (DO), invoices, and service reports.

Maintain project files, drawings, permits, and technical documents.

Control document revisions and ensure the latest copies are distributed.

Keep records of contracts, warranties, and handover documents.

2. Project Coordination

Coordinate with clients, consultants, suppliers, and subcontractors.

Schedule site meetings and prepare meeting minutes.

Follow up on project progress, approvals, and outstanding issues.

Assist the Project Manager with daily administrative support.

3. Procurement & Logistics

Request quotations from suppliers.

Prepare material requisitions and track deliveries.

Monitor stock availability and coordinate equipment mobilisation.

Ensure materials arrive on site according to the project schedule.

4. Progress & Reporting

Update project progress reports (daily, weekly, monthly).

Track project milestones and completion percentages.

Compile site photos and inspection records.

Maintain testing & commissioning (T&C) documentation.

Monitor project budgets and expenses.

Prepare progress claims and payment claims.

Track customer payments and supplier invoices.

Assist in project cost reporting and final account documentation.

6. Compliance & HSE

Prepare permit-to-work and site access documents.

Maintain CIDB, DOSH, JBPM, or other statutory records where applicable.

Ensure safety documents, insurance, and workers' certifications are up to date.

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