Senior Project Admin Executive

OCK GROUP OF COMPANIES; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading project management firm in Kuala Lumpur is seeking a proactive individual to assist project managers in planning and coordinating various project activities. The successful candidate will be responsible for organizing and managing project files, ensuring version control, maintaining databases, and serving as a point of contact between team members, clients, and external vendors. Strong organizational and communication skills are essential for this role, which also involves tracking project progress and preparing status reports.

Responsibilities

• Assist project managers in planning and coordinating project activities.
• Organize and manage project files, contracts, and other documents.
• Ensure proper version control of project documents.
• Maintain databases and filing systems (physical and digital).
• Serve as a point of contact between project team members, clients, and external vendors.
• Handle correspondence, emails, and phone calls related to the project.
• Ensure clear communication of project updates and changes.
• Coordinate and schedule project meetings, site visits, and reviews.
• Manage calendars for project managers and teams.
• Track and allocate resources, equipment, and materials as needed.
• Ensure project activities comply with company policies, procedures, and regulations.
• Assist in risk management and ensure adherence to project standards.
• Prepare project status reports, summaries, and presentations.
• Assist in data analysis for project performance and outcomes.
• Support project audits and evaluations.
• Monitor project schedules, timelines, and deliverables.
• Maintain project documentation, plans, and reports.
• Coordinate meetings, prepare agendas, and take minutes.
• Track and report project progress to stakeholders.

Job description

Responsibilities

• Assist project managers in planning and coordinating project activities.
• Organize and manage project files, contracts, and other documents.
• Ensure proper version control of project documents.
• Maintain databases and filing systems (physical and digital).
• Serve as a point of contact between project team members, clients, and external vendors.
• Handle correspondence, emails, and phone calls related to the project.
• Ensure clear communication of project updates and changes.
• Coordinate and schedule project meetings, site visits, and reviews.
• Manage calendars for project managers and teams.
• Track and allocate resources, equipment, and materials as needed.
• Ensure project activities comply with company policies, procedures, and regulations.
• Assist in risk management and ensure adherence to project standards.
• Prepare project status reports, summaries, and presentations.
• Assist in data analysis for project performance and outcomes.
• Support project audits and evaluations.
• Monitor project schedules, timelines, and deliverables.
• Maintain project documentation, plans, and reports.
• Coordinate meetings, prepare agendas, and take minutes.
• Track and report project progress to stakeholders.