Project Administrator

ENGIE Group; Malaysia; On-site; MYR 33,480 - 55,800; Full time

Job summary

ENGIE Group in Cyberjaya is seeking a Project Administrator to ensure smooth day-to-day operations by providing comprehensive administrative support. This role will manage files, assist in budget preparation, and serve as a point of contact for employees.

Candidates should possess at least a Diploma, with strong organizational skills and proficiency in Microsoft Office Suite. Fresh graduates are encouraged to apply as we are committed to developing talent in a diverse and inclusive workplace.

Qualifications

• Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred.
• Prior experience in office administration or related role is an advantage; fresh graduates are welcome to apply.

Responsibilities

• Organize and maintain physical and digital files for ease of access.
• Assist in preparation and tracking of budgets and financial reports.
• Manage office supplies and coordinate procurement.
• Coordinate and schedule meetings for executives.

Skills

Organizational skills

Time management

Microsoft Office Suite

Communication skills

Adaptability

Attention to detail

Operational awareness

Education

Diploma or equivalent

Bachelor’s degree in a related field preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Job description and missions

ENGIE Services Malaysia

Permanent • Full Time

Project Administrator

Office Location: Malaysia

Job Grade: H20

Role Description

The Administrative Executive plays a key role in ensuring smooth day‑to‑day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

Key Responsibilities

• Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy
• Manage office supplies, monitor inventory levels, and coordinate procurement as needed
• Assist in the preparation and tracking of budgets, invoices, and financial reports
• Answer and direct phone calls, emails, and general inquiries to the appropriate personnel
• Coordinate and schedule meetings, appointments, and calendars for executives and senior staff
• Serve as the main point of contact for employees, providing administrative support and responding to queries
• Maintain an organized, clean, and functional office environment
• Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing work rosters and reviewing timesheets
• Assist in planning, coordinating, and executing office meetings, events, and internal activities
• Manage office layout and workspace arrangements to accommodate operational and staff needs
• Maintain accurate records such as contracts, invoices, and employee files
• Develop and implement administrative systems and processes to improve efficiency and communication
• Monitor compliance with company policies, procedures, and workplace safety standards

Interaction

Internal Interfaces

• O&M team
• Health, Safety & Environment (HSE) Team
• Support teams like HR, Finance, IT and Procurement team

External Interfaces

• Clients / Customers – for coordination of project updates, documentation submissions, and administrative support
• Vendors / Suppliers – for purchase orders, delivery tracking, and related documentation
• Contractors / Subcontractors – for scheduling coordination and compliance documentation

Required qualifications

Experience/Education

• Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred
• Prior experience in office administration, executive assistance, or a related role is an advantage; fresh graduates are welcome to apply

Specific skills/knowledge

• Demonstrates strong organizational and time management capabilities, with the ability to effectively manage multiple priorities simultaneously
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Excellent verbal and written communication skills, with the ability to collaborate effectively in a hybrid working environment
• Proactive, adaptable, and solutions‑driven, with a continuous improvement mindset
• Strong attention to detail and the ability to work independently with minimal supervision
• Committed to fostering an inclusive environment and contributing to a positive team culture
• Strong operational and business acumen, with a solid understanding of end‑to‑end operations, cost drivers, KPIs, and the impact of safety, reliability, and performance on business outcomes and customer satisfaction
• Demonstrates the ability to influence compliance and risk management practices, particularly in health, safety, and environmental standards, to ensure regulatory adherence and business continuity
• Drives operational efficiency, service excellence, and continuous improvement through effective collaboration with internal stakeholders and external partners

Specific business understanding & influences

• Basic Operational Awareness: Demonstrates understanding of project workflows, timelines, and key deliverables, and how administrative support contributes to smooth project execution
• Compliance & Process Adherence: Follows established procedures and supports documentation control to ensure alignment with internal policies, contractual requirements, and basic regulatory standards
• Coordination & Support Impact: Contributes to team efficiency by ensuring accurate data, timely updates, and effective coordination with stakeholders, supporting overall project performance

Why this matters to us

Our organisation is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We offer reasonable accommodations upon request for individuals with disabilities.