Sunway - Operations Administrator

ENGIE Southeast Asia; Cyberjaya; On-site; MYR 42,000 - 62,000; Full time

Job summary

ENGIE Services Malaysia is seeking a Project Administrator to support day-to-day office operations and coordinate administrative tasks for the LEI (Malaysia) business line. The role collaborates with the O&M team, engineering and procurement to ensure documentation accuracy and timely communication.

Responsibilities include file management, procurement support, budgeting assistance, and HR-related onboarding tasks.

Qualifications

• Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred
• Fresh graduates are welcome to apply
• Prior experience in office administration or executive assistance is an advantage

Responsibilities

• Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy
• Manage office supplies, monitor inventory levels, and coordinate procurement as needed
• Assist in the preparation and tracking of budgets, invoices, and financial reports
• Answer and direct phone calls, emails, and general inquiries to the appropriate personnel
• Coordinate and schedule meetings, appointments, and calendars for executives and senior staff
• Serve as the main point of contact for employees, providing administrative support and responding to queries
• Maintain an organized, clean, and functional office environment
• Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing the work rosters and reviewing timesheets
• Assist in planning, coordinating, and executing office meetings, events, and internal activities
• Manage office layout and workspace arrangements to accommodate operational and staff needs
• Maintain accurate records such as contracts, invoices, and employee files
• Develop and implement administrative systems and processes to improve efficiency and communication
• Monitor compliance with company policies, procedures, and workplace safety standards

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Education

Diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Outlook

Job description

Role Description

The Administrative Executive plays a key role in ensuring smooth day-to-day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

ENGIE Services Malaysia

Job Description And Missions

JOB TITLE

Project Administrator

BUSINESS LINE

LEI (Malaysia)

REPORTING (N+1)

Manager, O&M

Role Description

The Administrative Executive plays a key role in ensuring smooth day-to-day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

Key Responsibilities

• Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy
• Manage office supplies, monitor inventory levels, and coordinate procurement as needed
• Assist in the preparation and tracking of budgets, invoices, and financial reports
• Answer and direct phone calls, emails, and general inquiries to the appropriate personnel
• Coordinate and schedule meetings, appointments, and calendars for executives and senior staff
• Serve as the main point of contact for employees, providing administrative support and responding to queries
• Maintain an organized, clean, and functional office environment
• Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing the work roosters and reviewing timesheets
• Assist in planning, coordinating, and executing office meetings, events, and internal activities
• Manage office layout and workspace arrangements to accommodate operational and staff needs
• Maintain accurate records such as contracts, invoices, and employee files
• Develop and implement administrative systems and processes to improve efficiency and communication
• Monitor compliance with company policies, procedures, and workplace safety standards

LOCATION

Malaysia

CURRENT HAY LEVEL / JOB GRADE

H20

Interaction

INTERNAL INTERFACES

• O&M team
• Engineering / Technical/ Project Team
• Health, Safety & Environment (HSE) Team
• Support teams like HR, Finance, IT and Procurement team

EXTERNAL INTERFACES

• Clients / Customers – for coordination of project updates, documentation submissions, and administrative support
• Vendors / Suppliers – for purchase orders, delivery tracking, and related documentation
• Contractors / Subcontractors – for scheduling coordination and compliance documentation

Required Qualifications

EXPERIENCE/ EDUCATION

• Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred
• Prior experience in office administration, executive assistance, or a related role is an advantage; fresh graduates are welcome to apply

Specific Skills/ Knowledge

• Demonstrates strong organizational and time management capabilities, with the ability to effectively manage multiple priorities simultaneously
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Excellent verbal and written communication skills, with the ability to collaborate effectively in a hybrid working environment
• Proactive, adaptable, and solutions-driven, with a continuous improvement mindset
• Strong attention to detail and the ability to work independently with minimal supervision
• Committed to fostering an inclusive environment and contributing to a positive team culture
• Strong operational and business acumen, with a solid understanding of end-to-end operations, cost drivers, KPIs, and the impact of safety, reliability, and performance on business outcomes and customer satisfaction
• Demonstrates the ability to influence compliance and risk management practices, particularly in health, safety, and environmental standards, to ensure regulatory adherence and business continuity
• Drives operational efficiency, service excellence, and continuous improvement through effective collaboration with internal stakeholders and external partners

SPECIFIC BUSINESS UNDERSTANDING & INFLUENCES

• Basic Operational Awareness: Demonstrates understanding of project workflows, timelines, and key deliverables, and how administrative support contributes to smooth project execution
• Compliance & Process Adherence: Follows established procedures and supports documentation control to ensure alignment with internal policies, contractual requirements, and basic regulatory standards
• Coordination & Support Impact: Contributes to team efficiency by ensuring accurate data, timely updates, and effective coordination with stakeholders, supporting overall project performance

Business Unit: GBU Local Energy Infrastructures

Division: LEI SEA - Malaysia

Legal Entity: ENGIE SERVICES MALAYSIA SDN. BHD.

Company Name: ENGIE Malaysia

Minimum Base Salary:

Maximum Base Salary:

Pay Basis: