Project Administrator (Commercial & Documentation)

Seed System; Kulai; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading project management firm in Johor, Malaysia, is seeking a Project Administrator to provide administrative and commercial support to project teams. The role emphasizes documentation control, procurement tracking, and managing claims. The ideal candidate holds a Diploma or Degree in related fields with 1-3 years of project administration experience. Strong organizational and communication skills are essential. The job offers a detailed-oriented environment focused on timely management of project records and compliance reporting.

Qualifications

• 1-3 years of experience in project administration, procurement support, or document control.
• Experience in construction, engineering, or data centre projects is an advantage.
• Able to work independently and manage multiple tasks simultaneously.

Responsibilities

• Provide structured administrative and commercial support to project teams.
• Maintain and manage all project documentation including RFQs, approvals, and correspondence.
• Prepare periodic reports on document status and procurement progress.

Skills

Organisational skills

Documentation management

Communication skills

Detail-oriented

Follow-up capability

Education

Diploma or Degree in Business Administration, Engineering, Quantity Surveying, or related field

Tools

Spreadsheets

Document control systems

Job description

Project Administrator (Commercial & Documentation)

The Project Administrator provides structured administrative and commercial support to project teams, with a primary focus on documentation control, procurement tracking, and claim support. This role does not involve site supervision or construction coordination, but instead ensures accuracy, traceability, and timely management of project records, submissions, and cost-related documentation.

The position plays a key role in supporting project governance, compliance, and commercial reporting.

Key Responsibilities

1. Document Control & Tracking

Maintain and manage all project documentation including:

• RFQs, quotations, purchase orders, and delivery records
• Technical submissions, approvals, and correspondence

Ensure proper version control, filing, and retrieval of documents.

Track submission status and follow up on outstanding approvals.

2. Procurement & Cost Tracking Support

Track procurement status including:

• RFQ issuance
• Purchase orders

Assist in maintaining cost trackers, variation logs, and procurement summaries.

Support reconciliation of invoices, delivery notes, and contract documents.

3. Claims & Commercial Documentation

• Progress claims
• Variation claims
• Supporting records for commercial discussions
• Organise backup documents such as quotations, approvals, and correspondence.
• Maintain proper audit trails for cost and claim substantiation.

4. Reporting & Coordination

• Prepare periodic reports on document status, procurement progress, and outstanding actions.
• Coordinate internally with project managers, engineers, and procurement teams to obtain required information.
• Support management reporting and internal reviews.

5. Compliance & Records Management

• Ensure documentation complies with internal procedures and contractual requirements.
• Maintain structured digital filing systems and naming conventions.
• Support internal and external audits when required.

Requirements & Qualifications

Education & Experience

Diploma or Degree in Business Administration, Engineering, Quantity Surveying, or related field.

1–3 years of experience in project administration, procurement support, or document control.

Experience in construction, engineering, or data centre projects is an advantage.

Strong organisational and documentation management skills.

Comfortable working with spreadsheets, trackers, and document control systems.

Detail-oriented with strong follow-up capability.

Able to work independently and manage multiple tasks simultaneously.

Good communication and coordination skills.