Project Admin

Sena Traffic Systems Sdn Bhd; West Coast Division; On-site; MYR 28,000 - 50,000; Full time

Benefits offered by this job

Competitive remuneration based on exp/

Career development opportunities

Exposure to multidisciplinary project/

Job summary

Sena Traffic Systems Sdn Bhd is seeking a well-organised Site Admin / Project Admin to support project teams in Kota Kinabalu, Sabah. The role covers project documentation, records management, timesheets, invoices, procurement support and day-to-day site office activities.

The ideal candidate is detail-oriented, proactive and able to juggle multiple admin tasks in a fast-paced project environment, working closely with Project Managers, Project Engineers, Site Supervisors and subcontractors.

Qualifications

• Diploma or Certificate in Business Administration, Construction Management, Project Management, Engineering, or related field.
• Candidates with site admin/project admin experience welcome.
• Good command of document control and record-keeping.

Responsibilities

• Prepare, organise, maintain and update project documents, correspondence, drawings, contracts, purchase orders and other project records.
• Maintain filing systems for physical and electronic project documents.
• Track submissions, approvals, revisions and outstanding documents.
• Assist in preparing RFIs, site instructions, variation/change orders and related records.
• Collect and maintain attendance records and timesheets for site personnel.
• Process supplier and subcontractor invoices and procurement documents.
• Coordinate meetings, minutes and action items.

Skills

Microsoft Office

Project management software

Education

Diploma or Certificate in Business Administration, Construction Management, Project Management, Engineering, Quantity Surveying

Tools

None

Job description

Sena Traffic Systems Sdn Bhd is seeking a well-organised and detail-oriented Site Admin / Project Admin to provide administrative and coordination support for our project teams in Kota Kinabalu, Sabah.

The role is responsible for managing project documentation, administrative records, timesheets, invoices, procurement support, meeting coordination and day-to-day site office activities. You will work closely with Project Managers, Project Engineers, Site Supervisors, contractors, subcontractors, suppliers and other stakeholders to ensure project information and administrative matters are properly managed and communicated.

The ideal candidate is organised, responsible and proactive, with good attention to detail and the ability to manage multiple administrative tasks in a fast-paced project environment.

Key Responsibilities

1. Project Documentation & Records

Prepare, organise, maintain and update project documents, correspondence, drawings, contracts, purchase orders, work orders and other project records.

Maintain proper filing systems for both physical and electronic project documentation.

Track document submissions, approvals, revisions and outstanding documents.

Assist in preparing and maintaining Requests for Information (RFIs), site instructions, variation orders, change orders and other project-related records.

Ensure project documents are properly controlled and readily available when required.

Assist with the preparation of project reports, letters, forms and other administrative documents.

Collect and maintain worker and site personnel attendance records and timesheets.

Check timesheets for completeness and coordinate with supervisors for clarification where required.

Assist in tracking project-related expenses, purchases and administrative costs.

Process and maintain records of supplier and subcontractor invoices, delivery orders and supporting documents.

Assist Project Managers in updating project cost records and budget tracking.

Follow up on outstanding invoices, supporting documents and payment-related matters.

3. Site & Project Coordination

Provide day-to-day administrative support to the Project Manager, Project Engineer and Site Supervisor.

Coordinate communication between the project office, site team, contractors, subcontractors, suppliers and management.

Follow up on outstanding project matters, submissions, approvals, deliveries and administrative requirements.

Assist in coordinating site activities, meetings, inspections and appointments.

Maintain an updated contact list of project stakeholders and key personnel.

Assist in ensuring information and instructions are communicated to the relevant parties in a timely manner.

4. Meetings & Communication

Arrange and coordinate project meetings, site meetings and internal discussions.

Prepare meeting agendas, attendance records and meeting materials where required.

Record and distribute meeting minutes and action items.

Follow up with relevant parties on outstanding action items and deadlines.

Handle general project-related calls, emails and correspondence professionally.

5. Procurement & Material Administration

Assist project teams with purchase requisitions, purchase orders and procurement documentation.

Coordinate with suppliers regarding quotations, orders, delivery schedules and supporting documents.

Track material orders and deliveries to ensure required materials arrive according to project requirements.

Maintain records of delivery orders, invoices, purchase orders and other procurement documents.

Assist with monitoring site office supplies, stationery, equipment and other administrative requirements.

6. Site Safety & Compliance Administration

Assist in maintaining site safety and compliance documentation.

Collect and maintain records of worker identification, safety cards, training records, inductions, permits and relevant certifications.

Assist the Project Team and Site Safety personnel in maintaining safety documentation.

Ensure required administrative records are properly updated and filed.

Assist with documentation required for site inspections, audits and regulatory requirements.

Support the onboarding and registration process for new workers and subcontractors.

7. Site Office Administration

Manage the day-to-day administrative requirements of the project site office.

Monitor and replenish stationery, printing materials, office supplies and other site administrative items.

Assist with onboarding and registration of new project team members, workers and subcontractors.

Maintain site office records and ensure documents are properly stored.

Coordinate basic logistical arrangements for project meetings, visitors and site activities.

8. Project Progress & Reporting Support

Assist the project team in compiling daily, weekly and monthly project reports.

Collect progress information, attendance records, delivery updates and other relevant project data from site personnel.

Update project trackers, schedules and administrative records.

Assist in preparing progress documentation and supporting documents for management, clients or other stakeholders.

Highlight missing documents, outstanding submissions or administrative issues to the Project Manager.

Job Requirements

Education

Diploma or Certificate in Business Administration, Construction Management, Project Management, Engineering, Quantity Surveying or a related field.

Candidates with relevant site administration or project administration experience will also be considered.

Experience

Minimum 2–3 years of relevant experience in site administration, project administration, construction administration or a similar role.

Experience in a construction, engineering, M&E, ELV, system, network or infrastructure project environment will be an advantage.

Fresh graduates with relevant qualifications and strong administrative skills may also be considered.

Technical Skills

Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.

Familiarity with project management software, document management systems or construction-related software will be an advantage.

Good understanding of document filing, record keeping and administrative processes.

Basic understanding of construction or engineering project terminology and site operations.

Other Requirements

Possess good written and verbal communication skills in English and Bahasa Malaysia.

Possess strong organisational and time management skills.

Good attention to detail and accuracy in handling documents and records.

Able to work independently and coordinate effectively with different project stakeholders.

Able to work in a site-based environment.

Willing to travel or work at project sites as required.

Possess a valid driving licence will be an advantage.

Highly organised and systematic.

Strong document and record management skills.

Good communication and interpersonal skills.

Strong follow-up and coordination abilities.

Good attention to detail and accuracy.

Able to prioritise and manage multiple administrative tasks.

Proactive and responsible in handling assigned duties.

Able to work under pressure and meet project deadlines.

Team player with a positive and cooperative attitude.

Why Join Us?

At Sena Traffic Systems Sdn Bhd, you will have the opportunity to gain valuable experience supporting engineering, infrastructure, traffic system and smart urban solution projects.

We provide:

Competitive remuneration based on experience and qualifications

Opportunities for professional development and career progression

Exposure to multidisciplinary project and engineering teams

Collaborative and supportive working environment

Training and development opportunities

Opportunities to develop your project administration and coordination expertise

About Sena Traffic Systems Sdn Bhd

Sena Traffic Systems Sdn Bhd is involved in the delivery of traffic management, infrastructure and engineering solutions, supporting projects that contribute to safer roads, improved transportation efficiency and smarter urban environments.

Our project teams work closely with engineers, project managers, contractors, subcontractors, consultants, suppliers, government agencies and other stakeholders to deliver projects effectively and according to the required standards.

SENA TRAFFIC SYSTEMS SDN. BHD., a wholly Malaysian-owned company with MSC Status specialises in research, development, and implementation of Intelligent Traffic Control and Management System in both hardware and software field. We are currently explanding our business and therefore we are looking forward for highly motivated and committed personnel to join in and work in our vibrant and challenging environment.

SENA TRAFFIC SYSTEMS SDN. BHD., a wholly Malaysian-owned company with MSC Status specialises in research, development, and implementation of Intelligent Traffic Control and Management System in both hardware and software field. We are currently explanding our business and therefore we are looking forward for highly motivated and committed personnel to join in and work in our vibrant and challenging environment.