Senior Executive, Project Support (Construction)

Exal Malaysia Sdn Bhd; Kuching; On-site; MYR 60,000 - 96,000; Full time

Job summary

EXAL Malaysia Sdn Bhd is seeking an experienced Project Support professional to oversee day-to-day project activities, coordinate information across teams, and ensure timely delivery of project documentation. You will drive process improvements and mentor junior staff while collaborating with engineers, QS, and suppliers.

The role emphasizes ownership, proactive problem-solving, and progression toward a project support leadership position within a dynamic construction environment in Malaysia.

Qualifications

• Diploma or Degree in Business Administration, Construction Management, Quantity Surveying, Procurement or related field.
• Minimum 5 years of relevant experience in property development, construction, main contractor or related project environment.
• Strong experience in project/site administration, procurement coordination and construction documentation.
• Good understanding of purchase requisitions, purchase orders, quotations, delivery orders and supplier coordination.
• Able to independently coordinate multiple projects, priorities and stakeholders.
• Strong organisational, documentation and follow-up skills.
• Confident communicating with project teams, consultants, subcontractors and suppliers.
• Proficient in Microsoft Office, particularly Excel and Word.
• Experience guiding junior team members or coordinating administrative/support functions is an advantage.
• Proactive, structured and accountable, with the maturity to identify problems and drive matters to closure.

Responsibilities

• Take ownership of day-to-day project support activities across assigned projects.
• Coordinate project information, documentation and follow-up between project teams, consultants, subcontractors, suppliers and head office.
• Monitor key project deliverables, outstanding matters, material requirements and deadlines.
• Prepare and review project trackers, reports, meeting minutes and management updates.
• Follow up on outstanding actions and ensure matters are properly closed.
• Identify administrative or coordination gaps that may affect project progress and "escalate them early."
• Coordinate procurement activities including quotations, purchase requisitions, purchase orders and supplier documentation.
• Review quotation comparisons and supporting documents before submission for approval.
• Monitor material procurement and deliveries against project requirements and highlight potential delays.
• Maintain visibility over outstanding purchases, deliveries and supplier matters.
• Guide junior Project Support team members on procurement processes and documentation.
• Oversee project documentation, filing systems, registers and document control requirements.
• Ensure drawings, submissions, approvals, correspondence and project records are properly maintained and traceable.
• Support Engineers and QS teams with project paperwork, records and administrative coordination.
• Ensure project support processes and records are consistently maintained across the team.
• Take on greater project support leadership responsibilities as the role develops.

Skills

Project coordination

Documentation

Procurement coordination

MS Office (Excel/Word)

Stakeholder management

Education

Diploma or Degree in Business Administration/Construction Management/Quantity Surveying/Procurement

Tools

Microsoft Office

Job description

• Take ownership of day-to-day project support activities across assigned projects.
• Coordinate project information, documentation and follow-up between project teams, consultants, subcontractors, suppliers and head office.
• Monitor key project deliverables, outstanding matters, material requirements and deadlines.
• Prepare and review project trackers, reports, meeting minutes and management updates.
• Follow up on outstanding actions and ensure matters are properly closed.
• Identify administrative or coordination gaps that may affect project progress and "escalate them early."

Procurement & Material Coordination

• Coordinate procurement activities including quotations, purchase requisitions, purchase orders and supplier documentation.
• Review quotation comparisons and supporting documents before submission for approval.
• Coordinate with suppliers and project teams on pricing, availability, specifications and delivery schedules.
• Monitor material procurement and deliveries against project requirements and highlight potential delays.
• Maintain visibility over outstanding purchases, deliveries and supplier matters.
• Guide junior Project Support team members on procurement processes and documentation.

Project Administration & Document Control

• Oversee project documentation, filing systems, registers and document control requirements.
• Ensure drawings, submissions, approvals, correspondence and project records are properly maintained and traceable.
• Review project documentation for completeness and accuracy before submission where required.
• Support Engineers and QS teams with project paperwork, records and administrative coordination.
• Ensure project support processes and records are consistently maintained across the team.

Team & Process Improvement

• Provide day-to-day guidance and support to Project Support Executives.
• Coordinate workload and priorities within the project support function when required.
• Develop and improve trackers, templates, workflows and administrative processes.
• Identify recurring operational issues and recommend practical improvements.
• Support the Project Office Manager in improving project support systems, controls and reporting.
• Take on greater project support leadership responsibilities as the role develops.

Requirements

• Diploma or Degree in Business Administration, Construction Management, Quantity Surveying, Procurement or related field.
• Minimum 5 years of relevant experience in property development, construction, main contractor or related project environment.
• Strong experience in project/site administration, procurement coordination and construction documentation.
• Good understanding of purchase requisitions, purchase orders, quotations, delivery orders and supplier coordination.
• Able to independently coordinate multiple projects, priorities and stakeholders.
• Strong organisational, documentation and follow-up skills.
• Confident communicating with project teams, consultants, subcontractors and suppliers.
• Proficient in Microsoft Office, particularly Excel and Word.
• Experience guiding junior team members or coordinating administrative/support functions is an advantage.
• Proactive, structured and accountable, with the maturity to identify problems and drive matters to closure.

We are looking for an experienced project support professional who is ready for more than administration — someone who can take ownership, improve how the team works and progressively grow into a project support leadership role.

Why Join EXAL Malaysia?