Senior Executive-Executive - Project Admin

Temokin Development; Kampung Baru Ulu Tiram; On-site; MYR 60,000 - 90,000; Full time

Job summary

Jora Malaysia is seeking a Senior Executive/Executive - Project Admin to provide comprehensive administrative support at the construction site. You will manage documentation, correspondence, meetings, and project records, working closely with the Project Manager, consultants, contractors, and authorities to ensure timely follow-up and compliance.

The role emphasizes document control, reporting, coordination, and ensuring smooth project operations through proactive communication and meticulous

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Construction Management, Project Management or related discipline.
• Experience on construction site and handling project documentation is preferred.
• Strong organizational, communication, and time management skills.

Responsibilities

• Provide administrative and coordination support to the project team at the construction site.
• Maintain project documents, records, and correspondence and ensure proper filing systems.
• Prepare meeting agendas, minutes, and follow-up actions; monitor submissions and progress.
• Coordinate with consultants, contractors, subcontractors, clients, and government authorities for approvals and documents.
• Assist in preparing reports, dashboards, and project documentation for audits and handovers.

Education

Diploma or Bachelor's Degree in Business Administration, Construction Management, Project Management

Substantial construction site experience

Tools

Microsoft Excel

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Senior Executive-Executive - Project Admin

The Senior Executive/Executive - Project Admin is responsible for providing comprehensive administrative, documentation, coordination, and operational support to the project team at the construction site. The role ensures that project documentation, correspondence, records, meetings, submissions, and administrative matters are properly managed and maintained in accordance with company and project requirements.

The position works closely with the Project Manager, consultants, contractors, subcontractors, suppliers, government authorities, and internal departments to facilitate smooth project operations and ensure timely follow-up on project-related matters.

Main Scope of Works

1. Project Administration & Documentation

• Manage and maintain project-related documents, records, correspondence, reports, and administrative files.
• Prepare, organize, and distribute project documents to relevant project stakeholders.
• Maintain proper filing and document control systems for both hardcopy and electronic records.
• Track incoming and outgoing correspondence, submissions, approvals, and other project documentation.
• Ensure project documents are properly recorded, updated, and readily available when required.
• Assist in preparing letters, memos, notices, reports, and other official project correspondence.

2. Project Coordination & Communication

• Provide administrative and coordination support to the Project Manager and project team.
• Coordinate communication between the site team, consultants, contractors, subcontractors, suppliers, and relevant stakeholders.
• Arrange and coordinate project meetings, site meetings, technical meetings, and management meetings.
• Prepare meeting agendas, minutes of meetings, attendance records, and follow-up action lists.
• Monitor outstanding actions and follow up with relevant parties to ensure timely completion.
• Assist in coordinating project activities and ensuring information is communicated effectively to the relevant parties.

3. Progress Monitoring & Reporting

• Assist the Project Manager in monitoring overall project progress and administrative requirements.
• Collect and compile daily, weekly, and monthly progress information from the site team.
• Prepare project progress reports, dashboards, summaries, and other management reports.
• Maintain records of project milestones, site activities, manpower, materials, equipment, and work progress.
• Track outstanding submissions, approvals, inspections, instructions, and project deliverables.
• Highlight overdue actions, pending approvals, and potential issues to the Project Manager.

4. Contract, Submission & Authority Coordination

• Assist in coordinating project submissions, approvals, permits, inspections, and other documentation required by clients, consultants, government agencies, and statutory authorities.
• Maintain records of authority submissions, approvals, permits, certificates, and related correspondence.
• Coordinate with consultants and contractors to ensure required documents are submitted within the stipulated timeline.
• Assist the Contract and Quantity Surveying teams with administrative documentation relating to contracts, Variation Orders, claims, payment applications, and project instructions.
• Follow up on pending approvals, submissions, and responses from relevant stakeholders.
• Ensure all project records are properly maintained for audit, contractual, and handover purposes.

5. Site Administration & Project Support

• Manage general administrative matters at the construction site to support smooth project operations.
• Coordinate site office requirements, meetings, visitors, correspondence, stationery, and other administrative needs.
• Maintain records of project personnel, attendance, site access, and other relevant administrative information.
• Assist in preparing documentation for project audits, inspections, handover, and close-out activities.
• Support the Project Manager and project team in ad-hoc administrative and coordination matters.
• Ensure confidentiality and proper handling of project and company information.

Job Requirements

1. Educations

• Diploma or Bachelor's Degree in Business Administration, Construction Management, Project Management, or a related discipline.
• Candidates with relevant qualifications and substantial construction site experience will also be considered.

2. Experiences

• Minimum 2–6 years of relevant experience in project administration, construction administration, site administration, or a similar role.
• Experience working in a construction site environment is highly preferred.
• Experience in handling project documentation, correspondence, meeting coordination, progress reporting, and document control.
• Experience coordinating with consultants, contractors, subcontractors, clients, and government authorities is an added advantage.
• Familiarity with construction project procedures and documentation is preferred.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy in documentation.
• Strong time management and ability to manage multiple priorities.
• Good problem-solving and follow-up skills.
• Proactive and able to work independently with minimal supervision.
• Able to work under pressure and meet tight project deadlines.

4. Inter-personal skills

• Excellent written and verbal communication skills.
• Good coordination and interpersonal skills.
• Able to communicate professionally with Project Managers, consultants, contractors, clients, and government representatives.
• Strong follow-up and stakeholder management skills.
• Professional, responsible, organized, and team-oriented.
• Able to maintain good working relationships with internal and external stakeholders.

5. Certifications

• Certification in Construction Management, Project Management, or Administration is an added advantage.
• Proficiency in Microsoft Office, particularly Microsoft Excel, Word, and PowerPoint, is required.
• Knowledge of document control systems or project management software is an added advantage.
• Basic knowledge of construction documentation and contract administration is preferred.

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad .