Admin Executive / Assistant Manager (Project Management)
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Job Description
Position Title: Admin Executive / Assistant Manager – Project Management
Department: Project Management
Location: Menara Southpoint, Mid Valley Kuala Lumpur
Department: Project Management
Location: Menara Southpoint, Mid Valley Kuala Lumpur
Summary
We are seeking a proactive and detail-oriented Admin Executive / Assistant Manager to join our Project Management department. This role is integral to ensuring smooth administrative operations, supporting project managers, and facilitating communication within the department and with external stakeholders.
Key Responsibilities
- Administrative Support:
- Maintain and manage project documentation, correspondence, and reports.
- Organize and schedule meetings, prepare agendas, and record minutes.
- Track project timelines and update team members on key milestones.
- Arrange travel requirements for the team.
- Project Coordination:
- Liaise with clients, contractors, and suppliers on billing matters
- Assist in preparing compiling required document for project proposals, tenders, and reports.
- Report to HOD on monthly project budgets, invoices, and billings.
- Departmental Support:
- Manage filing systems and departmental records in SharePoint.
- Coordinate with other departments to facilitate operational needs like HR, Finance, Etc.
- Support team members with ad hoc requests and special projects.
- Compliance and Quality Control:
- Ensure all project documents and processes comply with company policies and standards.
- Maintain confidentiality of sensitive information and records.
Requirements
- Bachelor’s degree in Business Administration, Project Management, or related field
- 1-3 years of administrative or coordinator experience
- Candidates with experience in project-based environment and team coordination responsibilities will have added advantage.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint)
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- Ability to work independently and as part of a team in a fast-paced environment.
- Detail-oriented with a high degree of accuracy.
- Proactive, resourceful, and solution-focused mindset.
- Strong interpersonal skills to liaise with various stakeholders.
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