PROJECT SECRETARY

PKSJ Fertilizers Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading fertilizer manufacturer in Malaysia is seeking a highly organized Project Secretary to provide project coordination and administrative support to the Managing Director. Responsibilities include managing schedules, preparing documents, and assisting with project execution. The ideal candidate has a Diploma in Secretarial or Business Administration and strong organizational and communication skills. This position offers perks such as medical insurance and other benefits, fostering a professional work environment.

Benefits

Medical & group insurance coverage

Clinical visit benefits

Parking (subject to availability)

Qualifications

• Experience working with senior executives or in a corporate setting.
• Prior experience in project coordination is an advantage.

Responsibilities

• Manage the MD’s calendar and schedule meetings.
• Prepare documents such as progress reports and memos.
• Assist in project management, coordination, and implementation.

Skills

Organisational skills

Communication skills

Time-management

Technology proficiency

Problem-solving

Discretion & confidentiality

Education

Minimum Diploma in Secretarial or Business Administration

Tools

Microsoft Office Suite

Zoom

Teams

Job description

Established in 1982, PKSJ is the leading specialized fertilizer manufacturer in Malaysia with manufacturing and warehouse facilities in Klang, Sabah and Indonesia. We provide high‑performance fertilisers to major plantations and continually innovate within the industry.

We are seeking a highly organized and proactive Project Secretary to provide project coordination and secretarial support to the Managing Director. The role is responsible for managing schedules, handling correspondence, organising meetings, preparing documents, maintaining records, and assisting the project team in project execution and operation.

MD’s Office Administration

• Manage the MD’s calendar, schedule meetings, appointments and personal matters
• Arrange business travel, including flights, accommodation, and transportation
• Handle day‑to‑day administrative tasks, including travel arrangements, filing and maintaining records
• Take minutes of meeting as and when required
• Undertake any other matters as directed

Project Administration

• Ensure effective follow‑up on projects, assignments or tasks, including timelines, completion and required actions prior to project meetings and progress report meetings
• Maintain contact lists (project, vendor and client), correspondence log and action log
• Prepare documents such as progress reports, correspondence, memos and presentation materials
• Involve in project management, coordination and implementation
• Assist in site supervision and carrying onsite duties when needed
• Manage and maintain project‑related documentation
• Ensure prompt payment from suppliers/vendors
• Attend progress reporting meetings
• Monitor actual cost versus budget of all the progress claims received from suppliers and clients
• Coordinate and schedule meetings as needed ensuring that minutes are written comprehensively and accurately and distributed to the relevant parties promptly

Requirements

• Minimum Diploma or equivalent (preferably in Secretarial, Business Administration or a project‑related field)
• Experience working with senior executives or in a corporate setting is preferred
• Prior experience in project coordination will be an added advantage

Skills

• Organisational skills – ability to manage multiple tasks and priorities simultaneously, with attention to detail
• Communication skills – excellent written and verbal communication, with the ability to interact with a range of stakeholders
• Time‑management – ability to prioritise and manage time effectively to meet deadlines
• Technology proficiency – proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual communication tools (Zoom, Teams)
• Problem‑solving – ability to anticipate needs and solve problems independently
• Discretion & confidentiality – ability to handle confidential information with professionalism and care

Personal Attributes

• Proactive and self‑motivated with a strong sense of initiative
• Flexible and adaptable in a dynamic work environment
• Strong interpersonal skills and the ability to build relationships across different teams and stakeholders
• High level of professionalism and business etiquette

Perks and benefits

• Medical & group insurance coverage
• Clinical visit benefits
• Parking (subject to availability)