Project Administrator

TT Signature Sdn Bhd; Kulai; On-site; MYR 39,000 - 61,000; Full time

Job summary

TT Signature Sdn Bhd is seeking a Project Administrator to provide administrative, financial, and coordination support to ensure projects are properly documented, monitored, and delivered smoothly. You will manage work permits, schedule coordination, and maintain records of quotations and invoices.

Responsibilities include tracking milestones, preparing costing reports, and ensuring POs or signed quotations before project commencement.

Qualifications

• Minimum Diploma in Business Administration, Project Management, Accounting/Finance, or related field.
• 1–2 years of administrative or project coordination experience; fresh graduates considered.
• Proficient in Microsoft Office, especially Excel, Word and Outlook.
• Good organisational and time-management skills.
• Strong communication and coordination with internal teams, clients, vendors.
• Able to work independently and follow up on outstanding matters.

Responsibilities

• Manage applications for work permits, access passes and other approvals.
• Coordinate project team schedules and maintain the shared calendar.
• Prepare and maintain records of quotations and invoices.
• Source and maintain project-specific insurance policies.
• Ensure customer POs or signed quotations are obtained before start.
• Track progress and milestones to support invoicing and payments.
• Maintain project costing reports and monitor expenses.
• Administer cash advances and credit card expenses with receipts.
• Coordinate with Project Coordinators, Managers, vendors, clients, mall management.
• Provide general administrative support and ad-hoc duties.

Skills

Communication skills

Coordination skills

Time management

Detail-oriented

Education

Diploma in Business Administration

Diploma in Project Management

Diploma in Accounting/Finance

Tools

Excel

Word

Outlook

Job description

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The Project Administrator is responsible for providing administrative, financial, and coordination support to ensure projects are properly documented, monitored, and delivered smoothly.

Key responsibilities include:

Manage applications for work permits, access passes, and other project-related approvals in coordination with project and management teams.

Arrange and coordinate project team work schedules, including maintaining and updating the shared project calendar.

Prepare, review, issue, and maintain records of project quotations and invoices.

Source, arrange, and maintain project-specific insurance policies where required.

Ensure customer Purchase Orders (POs) or signed quotations are obtained before project commencement.

Track project progress and key milestones to support accurate and timely invoicing and payment collection.

Prepare, maintain, and analyse project costing reports, including monitoring project expenses against quotations or budgets.

Administer project cash advances and credit card expenses, including verifying receipts, supporting documents, and expense records.

Follow up on outstanding project documentation, approvals, POs, invoices, and other administrative matters.

Coordinate closely with Project Coordinators, Project Managers, vendors, clients, mall management, and internal departments to support smooth project execution and delivery.

Maintain proper filing and documentation for project-related records, including quotations, POs, invoices, permits, insurance, costing, and expenses.

Provide general administrative support to the project and management teams as required.

Perform any other ad-hoc duties or assignments as directed by Management.

Requirements:

Minimum Diploma in Business Administration, Project Management, Accounting/Finance, or a related field.

Minimum 1–2 years of administrative or project coordination experience. Fresh graduates with good administrative and organisational skills may also be considered.

Proficient in Microsoft Office, especially Excel, Word and Outlook.

Good organisational and time-management skills, with the ability to manage multiple projects and deadlines simultaneously.

Good communication and coordination skills when dealing with internal teams, clients, vendors and external parties.

Detail-oriented and comfortable handling financial figures, receipts, POs and supporting documents.

Able to work independently and follow up proactively on outstanding matters.

Basic understanding of project administration, purchasing, insurance, permits or mall submission processes would be an advantage, but not essential.

Willing to undertake other ad-hoc duties assigned by Management.

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