Project Administrator

Meinhardt EPCM Sdn. Bhd.; Johor Bahru; On-site; MYR 67,000 - 112,000; Full time

Benefits offered by this job

Medical

Miscellaneous allowance

Dental

Parking

Private Retirement Scheme

Hospital & Surgical Insurance

Job summary

Meinhardt EPCM Sdn. Bhd. is seeking a proactive Project Administrator to support daily office operations for our Johor Bahru projects.

You will coordinate meetings, manage records, handle travel arrangements, and assist with headcount reporting and asset control. Ideal candidates bring at least 5 years of relevant experience, strong MS Office skills, and a commitment to confidentiality. You will work closely with project teams and HQ, driving efficiency and data accuracy across administrative

Qualifications

• At least 5 years’ relevant experience.

Responsibilities

• - Coordinate and manage daily office operations to ensure an organized, efficient, and compliant work environment.
• - Maintain cleanliness, orderliness, and functionality of common office areas.
• - Implement cost-saving measures on office-related matters.
• - Review administrative expenses and suggest cost-reduction initiatives.
• - Provide general administrative support including correspondence and documentation.
• - Organize and support internal project team meetings, prepare MOM, and share action items.
• - Manage onboarding/offboarding for Johor-based project staff and track PPE and assets.
• - Organize meetings, travel, calendars, and coordinate with HQ Admin.
• - Maintain project headcount, manpower costs, and monthly reports to HR.
• - Create and maintain project databases, drive process improvements, and standardize workflows.
• - Manage site access and visitor procedures; streamline processes.
• - Track office supplies, PPE, and equipment; optimize inventory and supplier usage.
• - Perform ad hoc administrative duties as assigned by Project Director or Senior PM.
• - Ensure confidentiality and integrity of sensitive information.

Job description

- Coordinate and manage daily office operations to ensure a well‑organized, efficient, and compliant work environment.

- Maintain cleanliness, orderliness, and functionality of common office areas in accordance with company policies.

- Implement cost‑saving measures on office‑related matters, including efficient use of office space, utilities, supplies, and services.

- Review administrative expenses regularly and recommend cost‑reduction initiatives without compromising operational effectiveness.

- Provide general administrative support, including handling correspondence, documentation, and routine office matters.

Meeting Management & Documentation

- Organize and support internal project team meetings, including scheduling, preparation, and coordination.

- Accurately record Minutes of Meeting (MOM) and circulate action items promptly to stakeholders.

- Coordinate onboarding and offboarding activities for Johor‑based project staff.

- Prepare, manage, and track relevant documentation, PPE issuance, and company asset allocation/recovery.

Scheduling, Travel & Coordination

- Organize meetings, appointments, and calendars for project teams and management.

- Coordinate travel arrangements and itineraries when required, with HQ Admin.

Project Headcount, Manpower & HR Reporting

- Maintain and update monthly project organizational charts, headcount records, and manpower cost allocation.

- Prepare and submit monthly headcount and manpower reports to HR by the last working day of each month.

Records, Database & Process Improvement

- Create, update, manage, and maintain project and company databases, records, and filing systems (physical and digital).

- Identify opportunities for process improvement, standardization, and digitization of administrative workflows (e.g. forms, trackers, document templates).

- Implement improved administrative processes to enhance efficiency, reduce manual work, and support better data accuracy.

Site Access & Visitor Management

- Manage site access applications, approvals, and related documentation.

- Coordinate visitor access in compliance with site safety and security procedures.

- Streamline site access processes to reduce turnaround time and administrative delays.

Inventory & Asset Management

- Track office supplies, PPE, and equipment inventory.

- Plan, order, and replenish supplies based on actual usage trends to avoid overstocking or shortages.

- Support inventory cost control by monitoring consumption, improving tracking, and recommending consolidation or alternative suppliers where applicable.

- Act as a communication and coordination link between HQ and local project teams.

- Assist in cascading important memos, policies, and instructions to site personnel.

Continuous Improvement, Cost Awareness & Ad Hoc Support

- Proactively identify opportunities to improve administrative efficiency, turnaround time, and service quality.

- Perform any other ad hoc administrative or project‑related duties as assigned by the Project Director or Senior Project Manager.

Job Requirements

At least 5 years’ relevant experience.

Sound knowledge of Administrative operational processes and understanding of local laws and legislation.

Familiar with Microsoft Office – particularly, word, excel and power point.

High integrity with the ability to maintain confidentiality of sensitive information.

Excellent interpersonal skills. Strong in influencing, communication and written English.

Able to deal effectively with ambiguity and change.

Have passion in learning and continuous improvement.

Acts as a reliable and supportive team member.

Strong organizational and time management skills with the ability to handle multiple tasks simultaneously.

Engineering & Project Management Services 51-100 employees

BE PART OF AN INTERNATIONAL ENGINEERING CONSULTANCY GROUP

About us

We are a well-established professional multi-disciplinary engineering practice with overseas offices in the region, providing a full spectrum of consulting engineering services. In line with our growing operations, we now invite suitably qualified, committed, team-oriented and dynamic candidates to join us.

Product & Services

We are an international multi-disciplinary organisation of Consulting Engineers, planners and managers providing consulting services in Civil, Structural, Electrical, Mechanical, Transportation and related engineering disciplines. The Meinhardt Group of Companies also provides principal consultancy, project management, construction management and planning services.

About us

The Meinhardt Group's commitment to Malaysia has increased dramatically since we established our Kuala Lumpur office in year 1991. Meinhardt Malaysia has become a virtual centre for design and engineering excellence, combining the technical resources and expertise of the entire Meinhardt Group with the knowledge and skills of our local engineers and technicians. We deliver sound, cost-effective and innovative solutions that will serve clients long into the future.

Product & Services

We are an international multi-disciplinary organisation of Consulting Engineers, planners and managers providing consulting services in Civil, Structural, Electrical, Mechanical, Transportation and related engineering disciplines. The Meinhardt Group of Companies also provides principal consultancy, project management, construction management and planning services.

Perks and benefits

• Medical
• Miscellaneous allowance
• Dental
• Parking
• Private Retirement Scheme, Hospital & Surgical Ins

What can I earn as a Project Administrator