Project Assistant

KATSANA FLEET SERVICES SDN. BHD.; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading telematics provider in Malaysia is seeking a Project Assistant to support project planning, coordination, and execution. In this role, you will manage documentation, assist internal teams, and ensure timely project delivery. Ideal candidates are either fresh graduates or have 1–3 years of relevant experience with strong organizational and communication skills. Proficiency in Microsoft Office and comfortable working in a fast-paced environment is essential.

Qualifications

• Fresh graduates are welcome, or candidates with 1–3 years of experience in project support, administration, or operations.
• Basic understanding of project management concepts, including tasks, timelines, and deliverables.

Responsibilities

• Support day‑to‑day project coordination and execution activities.
• Prepare, maintain, and update project documentation, including project plans and schedules.
• Monitor project progress, milestones, deliverables, and deadlines.
• Act as a liaison between internal teams, vendors, and clients when required.

Skills

Organisational skills

Time management

Communication skills

Detail-oriented

Proactive attitude

Education

Minimum Diploma in Business Administration or related field

Tools

Microsoft Office Suite

Google Workspace

Project management tools

Job description

About KATSANA

KATSANA is a leading Telematics provider in Malaysia. We are committed to delivering exceptional value to our clients through innovative solutions and outstanding customer service.

The Project Assistant supports the project team in planning, coordinating, and executing projects, with a primary focus on internal operations. Client communications are handled by the Chief Executive Officer (CEO) and Business Development Manager. This is a hands‑on, administrative and operational role, suitable for a well‑organised and proactive individual who is comfortable working with multiple internal stakeholders. The Project Assistant serves as a central coordination point, responsible for tracking tasks, managing documentation, following up on action items, and ensuring smooth day‑to‑day project execution.

Responsibilities

Project Coordination & Administration

• Support day‑to‑day project coordination and execution activities
• Prepare, maintain, and update project documentation, including project plans, schedules, meeting minutes, and reports
• Monitor project progress, milestones, deliverables, and deadlines
• Follow up with internal teams and external vendors on assigned tasks and action items
• Maintain well‑organised digital and physical project files

Communication & Stakeholder Support

• Act as a liaison between internal teams, vendors, and clients when required
• Schedule and coordinate meetings, workshops, and project‑related discussions
• Prepare meeting agendas and circulate minutes with clear action items
• Support clear, timely, and effective communication across all project stakeholders

Reporting & Tracking

• Update project trackers, timelines, and dashboards regularly
• Assist in preparing weekly and monthly project status reports
• Escalate potential risks, delays, or issues to the Project Manager in a timely manner
• Track basic project costs, purchase orders, and customer invoices, where applicable

Operational Support

• Support procurement activities, vendor onboarding, and resource coordination
• Assist in ensuring compliance with internal processes, SOPs, and company policies
• Perform ad‑hoc administrative and operational tasks related to project execution

Qualifications

Required Qualifications

• Minimum Diploma in Business Administration, Project Management, Engineering, IT, or a related field
• Fresh graduates are welcome, or candidates with 1–3 years of experience in project support, administration, or operations
• Basic understanding of project management concepts, including tasks, timelines, and deliverables

Technical & Functional Skills

• Proficient in Microsoft Office (Excel, Word, PowerPoint); familiarity with Google Workspace is an added advantage
• Strong ability to manage schedules, trackers, and project documentation accurately
• Familiarity with project management tools is a plus

Soft Skills

• Strong organisational and time management skills
• Good written and verbal communication skills
• Detail‑oriented with strong follow‑up discipline
• Ability to multitask and manage multiple projects concurrently
• Proactive, responsible, and eager to learn
• Able to work independently with minimal supervision

Language Requirements

• Proficient in English (spoken and written)
• Proficiency in Bahasa Malaysia is required
• Demonstrates a professional and respectful communication style
• Willing to support extended working hours occasionally during critical project phases
• Adaptable and comfortable working in a fast‑paced SME or project‑based environment

Reporting Line

Reports directly to the Chief Executive Officer (CEO)

Application Questions

• Which of the following types of qualifications do you have?
• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How much notice are you required to give your current employer?