Senior Project Administration Lead

Thomson Hospital Kota Damansara; Petaling Jaya; On-site; MYR 50,000 - 90,000; Full time

Job summary

Thomson Hospital Kota Damansara is seeking a Senior Executive, Project Administration to coordinate meetings, liaise with contractors for refurbishment works, and manage project documentation with meticulous record-keeping.

You will draft and format official correspondence, support the Project Team with reports and presentations, process invoices and related documents, and assist the Head of Department while ensuring smooth day-to-day operations of the project office.

Qualifications

• Diploma or Degree in any relevant discipline and relevant working experience.
• 3 years of experience in project administration, coordination, construction or refurbishment.
• Proficient in Microsoft Word and Excel; basic knowledge of AutoCAD.
• Able to read architectural, civil, structural and M&E drawings.
• Strong document control, filing and record-keeping skills.
• Excellent interpersonal and communication skills, both written and verbal.
• Organisational and coordination skills with the ability to manage multiple tasks and deadlines.
• Detail-oriented, tidy, creative and hardworking; able to work independently or in a team.

Responsibilities

• Coordinate and arrange project meetings, including preparing meeting materials and necessary documentation.
• Coordinate and liaise with contractors on internal hospital refurbishment works and project-related matters.
• Manage incoming and outgoing project documentation, ensuring proper record-keeping and filing in accordance with established procedures.
• Assist in drafting, preparing and formatting official correspondence and project-related documents.
• Provide administrative support to the Project Team and assist in preparing project reports, presentations and other documentation.
• Process and coordinate invoices, claims, quotations and related project documentation.
• Provide secretarial and administrative support to the Head of Department when required.
• Provide administrative support to Group Project Management and ensure the efficient day-to-day operation of the project office.
• Prepare documentation for submission to relevant authorities and for compliance purposes.
• Assist in monitoring project milestones, deliverables, schedules and deadlines.
• Coordinate and liaise with consultants, contractors, authorities and internal departments on project-related matters.
• Attend to telephone calls and enquiries during the absence of the Group Project Team.
• Attend to visitors and external parties regarding project-related matters during the absence of the Group Project Team.
• Perform any other duties and responsibilities as assigned by the reporting superior from time to time.

Skills

Interpersonal communication

Organization

Attention to detail

Multitasking

Reading drawings

Education

Diploma or Degree

Tools

Microsoft Word

Microsoft Excel

AutoCAD

Job description

Thomson Hospital Kota Damansara is seeking a Senior Executive, Project Administration to coordinate meetings, liaise with contractors for refurbishment works, and manage project documentation with meticulous record-keeping.

You will draft and format official correspondence, support the Project Team with reports and presentations, process invoices and related documents, and assist the Head of Department while ensuring smooth day-to-day operations of the project office.