Project Documentation & Admin Coordinator

VTS Group; West Coast Division; On-site; MYR 39,000 - 61,000; Full time

Job summary

VTS Group is seeking a Project Administrator in Sabah to support project documentation, drawings control, technical submissions and handover files on site. You will ensure revision control and timely delivery of reports and records.

Reporting to the Project Manager, you will coordinate with clients, consultants, main contractors and suppliers, maintain organized filing systems, and assist HQ admin tasks while tracking progress and defect rectifications.

Qualifications

• Experience in project administration or document control is preferred.
• Familiarity with filing systems and document revision control helps.
• Ability to coordinate with multiple stakeholders including clients, consultants and contractors.
• Strong organizational and record-keeping abilities are essential.

Responsibilities

• Manage and control project documents including drawings, technical submissions, RFI, method statements, material submissions, sample submissions, inspection requests, test reports, meeting minutes, official correspondences, NCR, as-built drawings and handover documents.
• Strictly implement document revision and version control, ensuring only latest approved drawings and technical documents are available for site use, prompt replace superseded documents.
• Coordinate the submission and tracking of technical documents between project team, Client, Consultant, main contractors, subcontractors and suppliers.
• Support QAQC in document submissions and approvals, monitoring submission status and provide timely reminders for overdue documents.
• Prepare, organize, check and compile final project documentation including as-built drawings, equipment documentation, operation and maintenance manuals, test reports, certificates, inspection records and handover documents.
• Manage both electronic and hard-copy project records, establishing proper folder structure and filing system.
• Assist with HQ project admin support and day to day coordination.
• Update Customer Service Department on defect rectification progress, completion status and units ready for purchaser reinspection.

Skills

Document control

On-site administration

Filing systems

Job description

VTS Group is seeking a Project Administrator in Sabah to support project documentation, drawings control, technical submissions and handover files on site. You will ensure revision control and timely delivery of reports and records.

Reporting to the Project Manager, you will coordinate with clients, consultants, main contractors and suppliers, maintain organized filing systems, and assist HQ admin tasks while tracking progress and defect rectifications.