SENIOR ADMIN OPERATIONS (PROJECT DEPARTMENT)

Design Foundry Sdn. Bhd.; Kuala Lumpur; On-site; MYR 72,000 - 112,000; Full time

Job summary

Design Foundry Sdn. Bhd. in Kuala Lumpur seeks a Senior Admin Operations (Project Department) to oversee administrative, documentation, procurement support, and project records for construction, interior fit-out, and furniture operations.

You will coordinate across departments, maintain schedules, and support management to ensure efficient project delivery and timely documentation updates across projects.

Qualifications

• Strong administrative, documentation, filing and record-management skills.
• Ability to read and interpret project drawings and schedules.
• Excellent coordination and communication abilities.
• Proficiency with MS Office and Google Workspace.
• Ability to manage multiple projects, with tight deadlines.

Responsibilities

• Oversee and coordinate project administration, documentation and records.
• Organize drawings, contracts, quotations, specifications and approvals.
• Monitor progress, deadlines and deliverables; prepare status reports.
• Coordinate with Production Planner, Factory Manager and site teams.
• Process procurement documents (PR/PO/DO) and track deliveries.
• Maintain shop drawings, BOMs, and project handover documents.
• Assist with finance-related documentation and supplier invoices.
• Schedule meetings, circulate minutes and manage action lists.
• Ensure compliance, filing controls and cross-department communication.

Skills

Excel

Word

Google Workspace

Documentation

Record management

Coordination

Reporting

Job description

SENIOR ADMIN OPERATIONS (PROJECT DEPARTMENT)

POSITION : SENIOR ADMIN OPERATIONS (PROJECT DEPARTMENT)

(FURNITURE / INTERIOR FIT-OUT / CONSTRUCTION)

A Senior Admin Operations is responsible for overseeing and coordinating administrative, documentation, procurement support, project records, scheduling, and communication activities for the construction, interior fit-out, and furniture operations. The role provides senior-level administrative control, ensures accurate and timely documentation, supports project and factory operations, coordinates across departments, and assists management in maintaining efficient project delivery.

Main Responsibilities

1. Project Administration & Coordination

• Oversee and maintain project files, folders, records, and administrative documentation.
• Organize and monitor drawings, contracts, quotations, specifications, approvals, and project correspondence.
• Track project progress, key deadlines, submissions, and administrative deliverables.
• Prepare project reports, status updates, schedules, and management summaries.
• Follow up with relevant departments to ensure outstanding administrative actions are completed on time.
• Maintain accurate project registers and provide timely updates to Project Managers and management.

2. Factory & Production Administration

• Coordinate and maintain production orders, job sheets, production schedules, and delivery information.
• Monitor furniture fabrication progress and update relevant project records.
• Coordinate with the Production Planner and Factory Manager on production status, priorities, and delivery dates.
• Follow up on production documentation, material requirements, and outstanding production actions.
• Ensure communication between the project team and factory team is properly documented and followed up.

3. Procurement & Purchasing Support

• Prepare and process Purchase Requisitions (PR), Purchase Orders (PO), Delivery Orders (DO), and material requests where assigned.
• Coordinate with suppliers and subcontractors regarding quotations, orders, delivery dates, and required documentation.
• Track material deliveries, supplier invoices, and purchasing records.
• Monitor outstanding purchase requirements and follow up with Procurement and suppliers.
• Coordinate with the warehouse team on stock levels and material availability.
• Ensure procurement documentation is complete and properly filed.
• Coordinate installation schedules, manpower requirements, delivery timing, and site access information.
• Liaise with Site Coordinators and Project Managers on installation planning and administrative requirements.
• Maintain installation records, snag lists, and defect follow-up records.
• Track outstanding site documentation and follow up on defect rectification status.
• Coordinate delivery and installation information between project, factory, warehouse, and site teams.

5. Documentation & Filing Control

• Oversee and maintain shop drawings, Bills of Materials (BOM), material specifications, daily site reports, meeting minutes, Variation Orders (VO), and handover documents.
• Ensure documents are properly named, filed, updated, and readily accessible.
• Maintain document registers and revision records where required.
• Ensure project documentation is complete before submission, procurement, production, installation, or handover.
• Maintain organized electronic and physical filing systems in accordance with company procedures.

6. Finance & Payment Administration Support

• Coordinate the collection of supplier invoices and subcontractor claims.
• Verify Delivery Orders, Purchase Orders, and purchasing records against supporting documents.
• Assist with progress claims, payment requests, and supporting documentation.
• Coordinate with the Finance Department on outstanding invoices, claims, and payment documentation.
• Maintain accurate records of submitted and pending payment-related documents.

7. Communication & Cross-Department Coordination

• Coordinate information between Project Managers, Site Coordinators, R&D Team, Production Team, Procurement Team, Warehouse Team, clients, suppliers, and subcontractors.
• Schedule meetings, prepare agendas where required, and prepare and circulate meeting minutes.
• Maintain action lists and follow up on outstanding tasks arising from meetings.
• Ensure relevant parties receive timely updates, documents, approvals, and instructions.
• Escalate unresolved administrative or coordination issues to the appropriate manager.

8. Compliance & Administrative Control

• Oversee worker documents, permits, and relevant administrative records.
• Monitor CIDB cards, insurance, licenses, and other required project or operational documentation.
• Maintain company records, approvals, and compliance-related documents.
• Ensure required documentation is current, complete, and properly filed.
• Support management with administrative coordination, reporting, and special assignments.
• Guide and support junior administrative staff in project documentation, filing, reporting, and coordination procedures.
• Review administrative work for accuracy, completeness, and timely completion.
• Establish consistent filing, tracking, and follow-up practices across assigned projects.
• Assist in improving administrative workflows, templates, registers, and reporting systems.
• Act as a key administrative coordination point between management and project support teams.

Skills Required

• Proficiency in Microsoft Excel, Word, and Google Workspace.
• Strong administrative, documentation, filing, and record-management skills.
• Good understanding of construction, interior fit-out, and furniture manufacturing processes.
• Ability to read and understand drawings, production schedules, project documents, and material records.
• Strong coordination and communication skills.
• Strong attention to detail and document accuracy.
• Good time management and ability to manage multiple projects and priorities.
• Ability to follow up proactively with internal departments, suppliers, subcontractors, and project teams.
• Ability to prepare clear reports, schedules, meeting minutes, registers, and administrative records.
• Problem-solving ability and ability to solve issues appropriately.
• Ability to work independently while supporting multiple teams and management.
• Leadership and mentoring ability for junior administrative staff.