Transition Coordinator

Omya; Kuala Lumpur; On-site; MYR 67,000 - 112,000; Full time

Job summary

Omya is seeking a contract-based Project Administration & Coordination professional in Kuala Lumpur, Malaysia. The role supports the Head of Transition Management and Transition Leads by coordinating transition activities across entities and functions, maintaining project plans and RAID logs, and organizing steering committees and workstreams with detailed minutes and action tracking.

The successful candidate will collect and maintain transition documentation, support status reports and

Qualifications

• University degree in Business Administration, Project Management, or related field.
• 4+ years of experience in administrative support or project coordination roles.
• Strong organizational and coordination skills with ability to manage multiple tasks and deadlines.

Responsibilities

• Supports Head of Transition Management in coordinating transition activities across entities and functions.
• Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies).
• Organizes and documents meetings (steering committees, workstreams), including agendas, minutes, action tracking and follow-up.
• Collects, structures and maintains transition-related documentation (sign-offs, training records, process documentation, decision logs).
• Supports preparation of status reports, dashboards and presentations by consolidating input from Transition Leads and stakeholders.
• Ensures proper version control and structured storage of project documents.

Skills

Organizational skills

Coordination skills

MS Office

PowerPoint

Excel

Project planning tools

Documentation management

Meeting organization

Communication skills

Stakeholder management

Education

University degree in Business Administration or Project Management

Tools

PowerPoint

Excel

Project planning tools

Job description

• Supports Head of Transition Management and Transition Leads in coordinating all transition activities across entities and functions
• Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies), ensuring information is accurate and shared
• Organizes and documents meetings (e.g. steering committees, workstreams), including agendas, minutes, action tracking and follow-up

Project administration & coordination

• Supports Head of Transition Management and Transition Leads in coordinating all transition activities across entities and functions
• Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies), ensuring information is accurate and shared
• Organizes and documents meetings (e.g. steering committees, workstreams), including agendas, minutes, action tracking and follow-up

Documentation, reporting & tools

• Collects, structures and maintains all transition-related documentation (e.g. sign-offs, training records, process documentation, decision logs)
• Supports preparation of status reports, dashboards and presentations by consolidating input from Transition Leads and stakeholders
• Ensures proper version control and structured storage of project documents in line with agreed standards and tools

Stakeholder, training & logistics support

• Coordinates logistics for transition-related workshops, trainings and on-site / virtual sessions (rooms, invites, materials, links)
• Supports the organization of training programs, including participant tracking and distribution of training materials
• Assists in the preparation of communication materials for stakeholder updates and helps collect feedback to improve future activities

Education

• University degree in Business Administration, Project Management, or related field

Experience

• 4+ years of experience in administrative support or project coordination roles

Knowledge And Skills

• Strong organizational and coordination skills, with the ability to manage multiple tasks and deadlines
• Proficient in MS Office (especially PowerPoint and Excel) and comfortable working with project planning and collaboration tools
• Experience in project administration, documentation management and meeting organization
• High attention to detail and accuracy in maintaining plans, RAID logs, minutes and status overviews
• Good communication skills and ability to work effectively with different stakeholders and functions
• Proactive, service-oriented mindset and willingness to support evolving project needs

Other Requirements

• Very good command of oral and written English required
• Additional language skills are beneficial
• Willingness to travel occasionally (approx. 10–15%, depending on project needs)
• Openness to work in international, virtual teams and across multiple time zones
• This is a contract position for 3 years.

POSITION SCOPE

Reporting Line(s)

Solid line(s) to: Head of Transition Management

Dotted Line(s) To

Number of direct reports:

Number Of Dotted Line Reports

Working Relationships

Internal Contacts

Executive Vice President Omya Services & Solutions

Transition teams

Transformation teams

Regions / in-country organization

External Contacts

Hiring agencies

External contractors / consulting firms