Project Executive (Base Office)

Pristine Gateway Sdn Bhd; Kuala Lumpur; On-site; MYR 36,000 - 58,000; Full time

Job summary

Pristine Gateway Sdn Bhd invites applications for a Project Coordination Support role based in Kuala Lumpur. The position involves preparing, organising and maintaining comprehensive project documentation, assisting the Project Manager and Engineer, and keeping trackers, schedules and submission registers up to date.

Fresh graduates are welcome to apply. You will gain exposure to tender documentation, procurement processes and ERP-based project data management, with opportunities for progression

Qualifications

• Background in business administration, construction management, engineering or quantity surveying.
• Fresh graduates are encouraged to apply.
• Experience in construction, ELV, M&E or project administration is an advantage.
• Proficient in Microsoft Excel, Word and PDF document management.
• Good organisational and documentation skills.

Responsibilities

• Prepare, organise and maintain project documentation and records.
• Assist the Project Manager and Project Engineer in preparing project documents.
• Update project trackers, schedules, submission registers and document registers.
• Prepare transmittals, correspondence, meeting minutes and other project-related documents.
• Maintain proper filing of drawings, specifications, submissions, approvals, quotations and correspondence.
• Ensure documents are properly named, version-controlled and updated.
• Follow up with project team members for outstanding documents and information.
• Assist in preparing tender and quotation documents.
• Download, organise and review tender documents, drawings, specifications and Bills of Quantities (BQ).
• Prepare tender document checklists and submission requirements.
• Assist the tender team in compiling technical and commercial information.
• Coordinate with suppliers and subcontractors to obtain quotations and supporting documents.
• Prepare comparison sheets and tender summaries.
• Assist in preparing tender submission documents before the submission deadline.
• Maintain a proper record of tender opportunities, submissions and results.
• Coordinate document requests between project team, consultants, clients, suppliers and subcontractors.
• Follow up on outstanding submissions, approvals, quotations and other project matters.
• Assist in preparing progress reports and project status updates.
• Update project schedules and trackers as required.
• Attend project meetings when required and assist with meeting documentation.
• Update project information and records in the company's ERP/project management system.
• Assist in maintaining accurate project data, including project costs, procurement status, submissions and progress.
• Ensure project documents are properly uploaded and maintained in the company's document management system.
• Assist in improving project documentation and administrative processes.

Skills

Excel

Documentation

Communication

Organisational skills

English proficiency

Education

Related field: Business Administration / Construction Management / Engineering / Quantity Surveying

Tools

ERP systems

Project management software

Job description

• Prepare, organise and maintain project documentation and records.
• Assist the Project Manager and Project Engineer in preparing project documents.
• Update project trackers, schedules, submission registers and document registers.
• Prepare transmittals, correspondence, meeting minutes and other project-related documents.
• Maintain proper filing of drawings, specifications, submissions, approvals, quotations and correspondence.
• Ensure documents are properly named, version-controlled and updated.
• Follow up with project team members for outstanding documents and information.
• Assist in preparing tender and quotation documents.
• Download, organise and review tender documents, drawings, specifications and Bills of Quantities (BQ).
• Prepare tender document checklists and submission requirements.
• Assist the tender team in compiling technical and commercial information.
• Coordinate with suppliers and subcontractors to obtain quotations and supporting documents.
• Prepare comparison sheets and tender summaries.
• Assist in preparing tender submission documents before the submission deadline.
• Maintain a proper record of tender opportunities, submissions and results.

3. Project Coordination Support

• Assist Project Managers and Project Engineers with daily project administration.
• Coordinate document requests between project team, consultants, clients, suppliers and subcontractors.
• Follow up on outstanding submissions, approvals, quotations and other project matters.
• Assist in preparing progress reports and project status updates.
• Update project schedules and trackers as required.
• Attend project meetings when required and assist with meeting documentation.

4. Data & System Administration

• Update project information and records in the company's ERP/project management system.
• Assist in maintaining accurate project data, including project costs, procurement status, submissions and progress.
• Ensure project documents are properly uploaded and maintained in the company's document management system.
• Assist in improving project documentation and administrative processes.

Requirements

• Business Administration, Construction Management, Engineering, Quantity Surveying or a related field.
• Fresh graduates are encouraged to apply.
• Experience in construction, engineering, ELV, M&E or project administration will be an advantage.
• Microsoft Excel, Word and PDF document management.
• Good organisational and documentation skills.
• Good command of English; Bahasa Malaysia is an advantage.
• Able to communicate and coordinate effectively with internal and external parties.
• Able to work independently and manage multiple tasks and deadlines.
• Attention to detail and responsible with confidential project information.

Preferred Skills

• tender documents, BQ, drawings and specifications.
• Familiarity with construction/ELV project documentation.
• Basic understanding of construction project workflow.
• Experience using project management or ERP systems is an advantage.
• Good Excel skills, including basic formulas and data management.
• Ability to organise large numbers of documents systematically.

Key Qualities

• Organised and systematic
• Detail-oriented
• Proactive in following up
• Responsible and reliable
• Able to work under deadlines
• Willing to learn and support the project team

This position provides an opportunity to gain practical experience in construction and ELV project management, tender management, procurement, documentation and project operations, with potential career progression into a Project Coordinator, Project Engineer or Project Manager role.