PROJECT ADMIN OFFICER

OCK Group Berhad; Shah Alam; On-site; MYR 45,000 - 73,000; Full time

Job summary

OCK Group Berhad is seeking a Project Administration professional to support planning, documentation, and reporting for telecommunications projects in Shah Alam.

The role emphasizes HSSE compliance, quality control, and cross-functional coordination within a dynamic project team.

Qualifications

• Diploma or degree in Business Administration, Project Management, or a related field
• Proven experience in project administration, preferably in the telecommunications industry
• Excellent organizational skills with a keen eye for detail
• Proficiency in using project management software and tools such as Microsoft Project, Excel, and other tracking tools
• Strong written and verbal communication skills
• Ability to multitask and manage multiple projects simultaneously
• Strong problem-solving skills and the ability to work independently
• Familiarity with telecommunications industry standards and practices is a plus
• Knowledge of HSSE regulations and experience in maintaining HSSE documentation
• Commitment to upholding high HSSE standards and promoting a safe and secure work environment

Responsibilities

• Support project managers in planning, executing, and closing projects
• Maintain and update project trackers, ensuring data accuracy and up-to-date
• Assist in preparing project schedules, timelines, and milestones
• Create, manage, and organize project documentation including contracts and reports
• Ensure documentation is filed and accessible; maintain version control
• Generate regular reports on project status and key metrics
• Act as liaison between project teams, clients, and stakeholders
• Schedule meetings, prepare agendas, take minutes, and follow up on actions
• Ensure HSSE compliance across all project activities
• Monitor deliverables for quality and specifications
• Assist in tracking budgets and expenses; process invoices and purchase orders
• Provide administrative support: calendars, travel, correspondence
• Onboard new team members and grant access to resources

Skills

Organizational skills

Communication

Multitasking

Attention to detail

Problem-solving

Education

Diploma or degree in Business Administration, Project Management, or a related field

Tools

Microsoft Project

Excel

Tracking tools

Job description

Project Administration

• Support project managers in planning, executing, and closing projects.
• Maintain and update project trackers, ensuring all data is accurate and up-to-date.
• Assist in preparing project schedules, timelines, and milestones.

2) Documentation Management:

• Create, manage, and organize project documentation, including contracts, agreements, reports, and correspondence.
• Ensure all project documentation is properly filed and easily accessible.
• Maintain version control and ensure that all project documents are up-to-date and compliant with company standards.

3) Reporting:

• Generate regular reports on project status, progress, and key metrics for management review.
• Compile data from various sources to provide comprehensive project updates.

4) Communication and Coordination:

• Act as a liaison between project teams, clients, and other stakeholders.
• Schedule and coordinate project meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure effective communication and information flow within the project team.

5) Compliance and Quality Assurance:

• Ensure all project activities comply with company policies, industry standards, and regulatory requirements.
• Monitor project deliverables to ensure they meet quality standards and specifications.

6) HSSE Compliance:

• Ensure strict adherence to HSSE protocols and procedures across all project activities.
• Maintain and update HSSE documentation, including risk assessments, safety checklists, and incident reports.
• Support the implementation of HSSE training programs for project personnel.
• Conduct regular audits to ensure compliance with HSSE standards and regulations.
• Assist in tracking project budgets and expenses.
• Prepare and process project-related invoices, purchase orders, and expense reports.

8) Support Functions:

• Provide administrative support to the project team, including managing calendars, arranging travel, and handling correspondence.
• Assist in the onboarding of new team members and ensure they have access to necessary project resources.

Qualifications:

• Diploma or degree in Business Administration, Project Management, or a related field.
• Proven experience in project administration, preferably in the telecommunications industry.
• Excellent organizational skills with a keen eye for detail.
• Proficiency in using project management software and tools such as Microsoft Project, Excel, and other tracking tools.
• Strong written and verbal communication skills.
• Ability to multitask and manage multiple projects simultaneously.
• Strong problem-solving skills and the ability to work independently.
• Familiarity with telecommunications industry standards and practices is a plus.
• Knowledge of HSSE regulations and experience in maintaining HSSE documentation.
• Commitment to upholding high HSSE standards and promoting a safe and secure work environment.