Project Admin & Coordination Specialist

GATEWAY MARKETING SDN. BHD.; Sibu; On-site; MYR 33,000 - 67,000; Full time

Job summary

GATEWAY MARKETING SDN. BHD. is seeking a detail-oriented Project Coordinator to support end-to-end project administration in a fast-paced environment in Malaysia.

You will handle quotations, procurement, document control, and progress reporting for multiple projects while coordinating with clients, suppliers, and subcontractors. Responsibilities include preparing POs/DOs/invoices, maintaining project documents and budgets, tracking progress, and assisting the Project Manager with daily admin

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 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.
• 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

GATEWAY MARKETING SDN. BHD. is seeking a detail-oriented Project Coordinator to support end-to-end project administration in a fast-paced environment in Malaysia.

You will handle quotations, procurement, document control, and progress reporting for multiple projects while coordinating with clients, suppliers, and subcontractors. Responsibilities include preparing POs/DOs/invoices, maintaining project documents and budgets, tracking progress, and assisting the Project Manager with daily admin