PROJECT ADMINISTRATOR (CLIENT-SIDE)

Thirupathi International Sdn Bhd; Penang; On-site; MYR 50,000 - 70,000; Full time

Job summary

A construction consultancy firm in Penang is seeking a Project Administrator (Client-Side) to support the project management team. Responsibilities include coordinating meetings, managing documentation, preparing reports, and ensuring compliance with standards. The ideal candidate has a Diploma or Degree in a related field and at least 2 years of experience in a contractor's environment, with strong communication skills and attention to detail.

Qualifications

• Minimum 2 years of working experience in a consultant’s or contractor’s office environment.
• Ability to work independently and in a team.

Responsibilities

• Schedule and coordinate Client–Consultant–Contractor meetings and internal project meetings.
• Prepare meeting agendas, attendance sheets, and supporting documents.
• Take accurate meeting minutes during meetings, capturing key decisions.
• Monitor submission schedules and track deliverables from consultants.
• Compile and format data for weekly/monthly project progress reports.

Skills

Good communication skills

Detail-oriented

Teamwork

Education

Diploma or Degree in Business Administration

Project Management

Construction Management

Job description

The Project Administrator (Client-Side) plays a key administrative and coordination role in supporting the client’s project management team. This includes managing communication with consultants and contractors, handling documentation and approvals, preparing progress reports, and maintaining organized records. The role is especially responsible for preparing and distributing formal meeting minutes for both external (CCC) and internal project meetings.

Key Responsibilities

Meeting Coordination & Minutes

• Schedule and coordinate Client–Consultant–Contractor (CCC) meetings and internal project meetings.
• Prepare meeting agendas, attendance sheets, and supporting documents.
• Take accurate meeting minutes during CCC and internal meetings, capturing all key decisions, discussions, and action items.
• Distribute minutes to all parties within 48 hours of the meeting.
• Track and follow up on outstanding action items from previous meetings.

Project Coordination

• Monitor submission schedules and track deliverables from consultants and contractors.
• Support the project manager in updating schedules, dashboards, and progress reports.
• Coordinate between internal departments, consultants, and contractors on project-related matters.

Document Control

• Maintain an organized filing system for project documents, including submissions, correspondences, minutes, and approvals.
• Ensure proper version control and timely distribution of documents to relevant parties.
• Maintain logs/registers for drawings, RFIs, VO, AI/MI, technical queries, etc.

Reporting & Compliance

• Compile and format data for weekly/monthly project progress reports.
• Assist in the preparation of internal memos, management reports, and board papers.
• Ensure documentation complies with ISO, audit, and internal governance requirements.
• Monitor progress claims, variation orders, and payment tracking.
• Liaise with internal finance and contract teams to ensure timely processing of approvals.
• Maintain logs for claims, VO submissions, approvals, and payments.

Procurement Support

• Assist the project team in tracking procurement schedules and material delivery status.
• Coordinate with suppliers and contractors to ensure timely procurement documentation and compliance with specifications.
• Maintain procurement logs and update procurement status reports for internal review.

Marketing Support

• Assist in preparing presentation materials, brochures, and project updates for client stakeholders.
• Coordinate with the corporate marketing team for branding and communication needs related to the project.
• Support organizing client-side project launches, ground-breaking, or promotional activities when required.

Qualifications

• Possess a Diploma or Degree in Business Administration, Project Management, Construction Management, or related discipline.
• Minimum 2 years of working experience in a consultant’s or contractor’s office environment.
• Good communication skills, detail-oriented, and able to work independently and in a team.