Project Officer

Frencken; George Town; On-site; MYR 60,000 - 80,000; Full time

Job summary

Frencken in Malaysia (Penang or Bangi) is seeking a Project Officer to support their SAP S/4HANA transformation program. You will provide project management support across logistics, documentation, and governance, ensuring teams stay organized, on schedule, and with consistent project standards.

The role focuses on coordinating across regional and multinational teams, maintaining PMO artefacts, and preparing leadership updates.

Qualifications

• Prior experience in a PMO, project support, or coordination role within a structured project environment.
• Familiarity with project management terminology, tools, and governance processes.
• Experience supporting large or multinational teams is an advantage.
• Highly organized, structured, and detail-oriented.
• Strong communication and coordination skills across diverse teams.

Responsibilities

• Provide day-to-day administrative and coordination support to the Project Director and workstream leads.
• Manage logistics for project meetings, workshops, and reviews, including scheduling, preparation of materials, attendance tracking, and minutes.
• Maintain PMO documentation, shared folders, and communication channels to ensure version control and ease of access.
• Develop, maintain, and enhance PMO standards, templates, trackers, and reporting structures.
• Consolidate project status updates across workstreams into weekly and monthly reporting packs.
• Support updates of RAID logs, action trackers, change‑request documentation, and project dashboards.
• Assist in maintaining project schedules, dependency maps, resource calendars, and milestone plans.
• Monitor timelines and follow up with responsible owners to ensure on‑time delivery of tasks and inputs.
• Support preparation of SteerCo and leadership updates with accurate, up‑to‑date information.
• Prepare agendas, materials, and briefings for recurring governance and coordination meetings.
• Document decisions, risks, issues, and follow‑up actions with clarity and completeness.
• Track and chase open actions to ensure accountability and closure.
• Support the Project Director in preparing clear communications for project teams, regional stakeholders, and leadership.

Skills

PMO experience

Project coordination

Structured processes

Stakeholder coordination

Communication skills

Job description

The Project Officer supports the successful execution of Project Orion, Frencken’s global SAP S/4HANA transformation program. This role provides project management support across logistics, documentation, administrative coordination, reporting, and stakeholder support, ensuring delivery teams are organized, prepared, and working with accurate information, structured follow‑up, and consistent project standards.

The Project Officer also supports the Project Director in planning, organizing, and monitoring project activities across a geographically dispersed team. The role is suited to a highly organized, proactive, and detail‑oriented individual, with the ability to operate in a structured delivery environment and support coordination across multiple stakeholders and workstreams.

Note: The work location is available in either Penang or Bangi, depending on business requirements.

Key Responsibilities

1. Project Management Office (PMO) Operations & Coordination

• Provide day‑to‑day administrative and coordination support to the Project Director and workstream leads.
• Manage logistics for project meetings, workshops, and reviews, including scheduling, preparation of materials, attendance tracking, and minutes.
• Maintain PMO documentation, shared folders, and communication channels to ensure version control and ease of access.

2. Standards, Templates & Reporting

• Develop, maintain, and enhance PMO standards, templates, trackers, and reporting structures.
• Consolidate project status updates across workstreams into weekly and monthly reporting packs.
• Support updates of RAID logs, action trackers, change‑request documentation, and project dashboards.

3. Planning and Schedule Support

• Assist in maintaining project schedules, dependency maps, resource calendars, and milestone plans.
• Monitor timelines and follow up with responsible owners to ensure on‑time delivery of tasks and inputs.
• Support preparation of SteerCo and leadership updates with accurate, up‑to‑date information.

4. Meeting Preparation, Facilitation & Follow‑up

• Prepare agendas, materials, and briefings for recurring governance and coordination meetings.
• Document decisions, risks, issues, and follow‑up actions with clarity and completeness.
• Track and chase open actions to ensure accountability and closure.

5. Communication & Stakeholder Support

• Support the Project Director in preparing clear communications for project teams, regional stakeholders, and leadership.
• Coordinate distribution of documentation, announcements, and updates across time zones.
• Ensure consistent use of PMO processes across involved regions and teams.

Job Requirements

• Prior experience in a PMO, project support, or coordination role within a structured project environment.
• Familiarity with project management terminology, tools, and governance processes.
• Experience supporting large or multinational teams is an advantage.
• Highly organized, structured, and detail‑oriented.
• Strong communication and coordination skills across diverse teams.
• Proactive approach to problem‑solving, follow‑up, and stakeholder support.
• Comfortable working with templates, documentation, schedules, and tracking tools.
• Ability to manage multiple parallel tasks and maintain composure under time pressure