Project Administrator

Always Marketing (M) Sdn Bhd; Kuala Lumpur; On-site; MYR 47,000 - 74,000; Full time

Job summary

RetailAIM Malaysia is seeking a highly organised Project Administrator to support project execution, change request management, stakeholder communication, and development tracking. You will coordinate, document, and track client change requests while ensuring clear communication between customers, management, project teams, and developers.

Responsibilities include organizing meetings, maintaining documentation, monitoring timelines, and providing regular progress updates.

Qualifications

• Minimum 2 years of experience in project administration, coordination, or PMO support.
• Experience supporting software development, SaaS, or IT projects preferred.
• Experience working with multiple stakeholders and external customers.
• Strong project coordination and administrative capabilities.
• Excellent documentation and record-management skills.
• Ability to manage multiple projects and priorities.
• Ability to communicate effectively with both technical and non-technical stakeholders.

Responsibilities

• Manage and track client change requests (CRs) from submission through development, testing, deployment, and closure
• Coordinate communication between clients, management, developers, QA teams, and external vendors
• Organise project meetings, prepare meeting minutes, and follow up on action items
• Monitor development progress, project timelines, milestones, and deadlines
• Prepare regular project status reports and provide updates on progress, outstanding issues, and potential risks
• Maintain accurate project documentation, including requirements, testing records, and deployment documents
• Proactively follow up on overdue tasks and escalate project delays or risks to the CTO
• Maintain project tracking tools and dashboards to ensure clear visibility of project status and delivery progress

Skills

Stakeholder communication

Documentation

Organization

Multitasking

PMO support

Job description

About The Role

We are looking for a highly organised and detail-oriented Project Administrator to support project execution, change request management, stakeholder communication, and development tracking at RetailAIM Malaysia.

In this role, you will play a key part in coordinating, documenting, and tracking client change requests (CRs), while ensuring clear communication between customers, management, project teams, and developers. You will help keep projects on track by providing regular progress updates, maintaining accurate project documentation, monitoring deadlines, and ensuring stakeholders stay informed of implementation status.

Key Responsibilities

• Manage and track client change requests (CRs) from submission through development, testing, deployment, and closure
• Coordinate communication between clients, management, developers, QA teams, and external vendors
• Organise project meetings, prepare meeting minutes, and follow up on action items
• Monitor development progress, project timelines, milestones, and deadlines
• Prepare regular project status reports and provide updates on progress, outstanding issues, and potential risks
• Maintain accurate project documentation, including requirements, testing records, and deployment documents
• Proactively follow up on overdue tasks and escalation project delays or risks to the CTO
• Maintain project tracking tools and dashboards to ensure clear visibility of project status and delivery progress

Requirements

• Minimum 2 years of experience in project administration, project coordination, PMO support, software project support, or related roles.
• Experience supporting software development, system implementation, SaaS, or IT projects is highly preferred.
• Experience working with multiple stakeholders and external customers is an advantage.
• Strong project coordination and administrative capabilities.
• Excellent documentation and record-management skills.
• Ability to manage multiple projects and priorities simultaneously.
• Ability to communicate effectively with both technical and non-technical stakeholders.