Project Administrator

THALES SOLUTIONS ASIA PTE. LTD.; Pasir Panjang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A technology solutions provider in Malaysia is seeking an experienced administrative support professional to manage project documentation and provide general administrative support. The ideal candidate has a diploma and at least 2-3 years of experience in a similar role, with proficiency in Microsoft Office. Strong communication skills and the ability to work independently are essential.

Qualifications

• Minimum 2-3 years of secretarial/admin experience, preferably on projects.
• Knowledge of basic Microsoft Office tools required.
• Assertive and able to handle tight deadlines.

Responsibilities

• Control all project documentation and maintain project logs.
• Archive and/or retrieve project documentation as needed.
• Provide general administrative support for the project.

Skills

Communication skills

Microsoft Office proficiency

Organizational skills

Education

Diploma in relevant discipline

Job description

Responsibilities:

• Controls all project documentation incoming and outgoing
• Archive and/or retrieve all project documentation (hard/softcopy) in project repositories
• Submit project documentation to customer and collects acknowledgement
• Post the documentation into the SharePoint established by the customer
• Coordinate issuance of design documents and other deliverables with engineering team.
• Prepare transmittal documents for all incoming/outgoing correspondence
• Maintain project logs including project submittals, transmittals, memos, MoM, etc.
• Provide general administrative support for project.
• Organize and maintain project files, filing system and project communications.
• Provide data entry for projects.
• Prepare submission, consolidate & manage project staffs’ or visitors’ clearance.
• Takes note and prepares meeting minutes for internal and external meeting (optional – subject to project needs)
• Liaise with Thales intragroup(s) to track and close project meeting action items
• Book meeting rooms & schedule meetings or conference calls
• Coordinate with external vendors on business meals catering
• Travel & accommodation management
• Expenses claims preparation and submission
• Timesheet preparation and submission
• Procurement support for Project Team (preparation of PR, follows up approval with Project Manager/Tactical Buyer/Finance, and submission of PR, MIGO processing)
• Various support actions for the project (PowerPoint presentation preparation, Word and Excel files creation, etc.)
• Back-up for other project admin team members where necessary
• Coordinating with onshore/offshore team (if applicable)
• Secretarial Support to Project Manager & Head, Projects/PMO
• Any other project support required by Project Manager

Requirements:

• Possess minimum Diploma in any relevant discipline
• At least 2-3 years secretarial / admin experience, preferably working on projects
• Knowledge of basic Microsoft Office tools (Word, Excel, PowerPoint, Outlook)
• Assertive, resourceful, independent, positive team spirit and able to handle tight deadlines from demanding projects
• Able to work with minimum guidance & prioritize tasks
• Able to start work immediately will be an added advantage
• Able to work overtime for urgent tasks when required
• Can communicate well both verbally and written