Senior Admin Executive (Project Management)

Knight Frank; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading real estate consultancy in Kuala Lumpur seeks a proactive and detail-oriented Senior Admin Executive to support project management activities. This role involves managing project documentation, scheduling meetings, and liaising with stakeholders. The ideal candidate should have a Bachelor's degree in Business Administration or related fields along with 1-3 years of administrative experience. Proficiency in Microsoft Office Suite and strong organizational skills are essential for success in this position.

Qualifications

• 1-3 years of administrative or coordinator experience.
• Experience in project-based environment and team coordination responsibilities preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Maintain and manage project documentation, correspondence, and reports.
• Organize and schedule meetings, prepare agendas, and meeting presentation slides.
• Track project timelines and update team members.
• Prepare and coordinate RFP submissions.
• Liaise with finance team, clients, and contractors.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint)

Strong organizational and multitasking skills

Excellent written and verbal communication skills

Detail-oriented with a high degree of accuracy

Strong interpersonal skills

Education

Bachelor’s degree in Business Administration, Project Management, or related field

Job description

Senior Admin Executive (Project Management)

Founded in 1896, Knight Frank was registered as Knight Frank LLP a Limited Liability Partnership, on 3 November 2003, registered in England & Wales at 55 Baker Street, London, W1U 8AN with the registered number of OC305934. Headquartered in London, UK, Knight Frank is one of the world's leading independent real estate consultancies. We work responsibly in partnership to enhance people's lives and environments in over 50 Markets, 600+ Offices, 20,000+ People, 1 Global Network.

At the heart of all we do are our Clients. A relationship built on trust is vital. As trusted partners in property, we act with integrity and care, understanding our clients’ unique needs and consistently thinking about the bigger picture to provide personalised, clear and considered advice across all areas of property. Through our deep understanding of key markets and sectors – both emerging and established – we are dedicated to meeting and exceeding their property goals.

A true partnership is a balanced one, and our People are passionate about, and committed to, making our business inclusive and diverse. We give every individual the space and opportunity to perform at their best and be recognised for the immense value they bring. We empower everyone to have autonomy in their role and encourage them to use their voice in how we can make a positive impact as a firm and shape the future of real estate, the built environment and the impact on the communities we serve. Our collaborative and engaged teams provide excellent and dedicated client service. In our workplace, opinions are respected, everyone is invited to contribute to the success of our business and innovation, and new ideas are celebrated.

In 2021 we celebrated our 125th anniversary and set out Our Desired Future, cemented in three pillars: People Potential, Client Centricity and always Creating our Future, together. Learn more about what sets us apart here.

About The Role

Summary

We are seeking a proactive and detail-oriented Senior Admin Executive to join our Project Management department. This role is integral to ensuring smooth administrative operations, supporting project managers, and facilitating communication within the department and with external stakeholders.

Key Responsibilities

• Maintain and manage project documentation, correspondence, and reports.
• Organize and schedule meetings, prepare agendas, and meeting presentation slides.
• Track project timelines and update team members on key milestones and compile in centralized master list.
• Responsible in the preparation and coordination of RFP (Request for Proposal) submissions.
• Liaise with finance team, clients, contractors, and suppliers on billing matters.
• Assist in preparing compiling required document for project proposals, tenders, and reports.
• Report to HOD on monthly project budgets, invoices, and billings.
• Manage filing systems and departmental records in SharePoint.
• Coordinate with other departments to facilitate operational needs like HR, Finance, Etc.
• Support team members with ad hoc requests and special projects.
• Assist directors to submit expenses claims.
• Assist to renew team members license and membership from related institutions (eg. CIDB).
• Ensure all project documents and processes comply with company policies and standards.
• Maintain confidentiality of sensitive information and records.

Requirements

• Bachelor’s degree in Business Administration, Project Management, or related field
• 1-3 years of administrative or coordinator experience
• Candidates with experience in project-based environment and team coordination responsibilities will have added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint)
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Detail-oriented with a high degree of accuracy.
• Proactive, resourceful, and solution-focused mindset.
• Strong interpersonal skills to liaise with various stakeholders.

Please note: this is a Direct Search led by Knight Frank. Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs, even if provided by PSL agencies.