Project Admin (Engineering Projects)

Kinergy Advancement Berhad; Kuala Lumpur; On-site; MYR 536,000 - 937,000; Full time

Job summary

Kinergy Advancement Berhad headquarters hosts a Project Admin who coordinates daily progress updates across projects, manages correspondence, and maintains the PJ file in line with the PJ File Checklist. The role includes coordinating meetings, producing minutes, and preparing supporting documents for equipment applications.

Responsibilities also cover ECOS account setup, document generation (Forms A/G/H), and tracking submission and payment workflows.

Responsibilities

• Consolidate daily progress reports across assigned projects and circulate updates to the Project Management group.
• Monitor project mailboxes and escalation correspondence; file and track outstanding items until closure.
• Maintain the PJ (Project) folder in line with the PJ File Checklist.
• Process outgoing correspondence; route drafts for review and transmit approved letters with appendices.
• Arrange meetings (physical/online), set up Teams invites with agenda, confirm attendance.
• Attend meetings, take notes, draft and issue minutes with action items and deadlines.
• Prepare supporting documents for new ST equipment applications (e.g. FAT/Sijil Ujian Suisbod, relay calibration reports).
• Set up ECOS account (ecos.st.gov.my), create and input draft applications, and coordinate signatures with client and supplier.
• Generate Form A, Form G, and Form H in ECOS and coordinate submissions to ST HQ/office.
• Prepare official letters for client signatures and hardcopy submissions; scan supporting documents for submission to ST.
• Monitor approval status in ECOS and coordinate resubmissions; track ST payments to certificate handover.
• Maintain PJ files (memos, minutes, SOPs, progress reports, RFIs, O&M manuals, warranties) and ensure timely completion of records.

Job description

The project admin will work from Kinergy Advancement Berhad headquarters.

1. Daily Project Coordination & Correspondence

• Consolidate and update the daily progress report across assigned projects; follow up with project teams who have not submitted updates and post confirmed updates to the Project Management group.
• Monitor project mailboxes; escalation correspondence requiring attention, save incoming correspondence to the Teams folder, and follow up on outstanding items until closed.
• Maintain the project (PJ) folder in line with the PJ File Checklist.
• Process outgoing correspondence: route draft letters to the Project Leader/Contract HOD for review, transmit approved letters externally with all appendices, obtain acknowledgement copies, and keep the correspondence list up to date.

2. Meeting Coordination & Minutes

• Arrange meetings as required, confirming format (physical/online), attendee availability and meeting room booking; set up Teams calendar invites with agenda details and confirm attendance ahead of time.
• Attend meetings, take detailed notes, and draft and issue minutes of meeting promptly, with action items, responsible parties and due dates clearly highlighted.
• File issued minutes in the project records and follow up on outstanding action items until closed.
• Preparing supporting documents for new ST equipment applications (e.g. FAT/Sijil Ujian Suisbod, relay calibration reports, endorsed drawings).
• Set up and maintain the project ECOS account (ecos.st.gov.my) and user profile; create and key in draft applications (owner, equipment, document/drawing, consulting engineer and contractor details).
• Generate Form A, Form G and Form H in ECOS and coordinate signature/endorsement with the client and supplier.
• Prepare official letters requesting client signatures and for hardcopy submission to ST; compile and scan supporting documents for submission to ST HQ/office.
• Monitor application approval status in ECOS, coordinate with the project team on resubmissions where rejected, and track ST payment through to certificate collection and handover.

4. Variation Order (VO) and Work Order (WO) Administration

• Check and update VO/WO minutes of meeting, follow up outstanding issues with PMs, and support closure of open items.
• Preparing, reviewing and maintaining the VO/WO listing and ensure required documents are checked, compiled and uploaded to the designated folder.
• Support final submission and filing of VO/WO records.

5. TNB Coordination & Claims Support

• Preparing Form G and Form H for TNB submissions as required.
• Facilitate subcontractor and main contractor claim by obtaining project team signatory and promptly submitting with all supporting documents to the relevant department (Accounts/Contracts).

6. Project Records (PJ File) Management

• Maintain all PJ files. (incoming/outgoing correspondence, memos, minutes of meeting, method statements, progress reports, daily reports, inspection forms (RFI/T&C), site technical files, VO/instruction records, O&M manuals, warranties, and MRF/claim documents) in accordance with the applicable ISO forms followed required frequency.
• Monitor record completeness and review timelines, proactively flagging items at risk of delay to ensure deadlines are met.